Edinburgh college

JOB DESCRIPTION

POST:INTERNATIONAL PROJECTS ASSISTANT

RESPONSIBLE TO:INTERNATIONAL BUSINESS MANAGER

PURPOSE OF JOB:To provide a range of administrative, customer service and project support for international projects managed by the International Development team.

MAJOR TASKS/JOB ACTIVITIES

The postholder will be expected to undertake a range of tasks including:

  • Assisting with arrangements for incoming groups, including accommodation, catering, transport, social programme, induction and enrolment
  • Providing customer service support for incoming groups during their stay
  • Answering email, telephone and in-person enquiries about international projects
  • Processing course applications and preparing offer letters
  • Planning and leading social programme activities
  • Making travel arrangements for international and faculty staff working overseas
  • Facilitating payments and updating records of income and expenditure in line with College Finance procedures
  • Supporting the other activities of the International Team as required

RESPONSIBLE FOR

  • No direct supervisory responsibility

DECISIONS MADE IN THE COURSE OF THE JOB

  • Sets priorities for own work within a framework of activitieslaid out by the International Business Manager
  • Decides on appropriate response to enquiries
  • Suggests improvements to systems and procedures

SUPERVISION RECEIVED

  • The post holder will operateproactively within the parameters set by the International Business Manager.

CONTACTS

Postholder will work with a wide range of contacts including:

  • Colleagues throughout the College
  • Current and prospective students
  • External group organisers and agents
  • External organisations and suppliers

EDUCATIONAL/VOCATIONAL QUALIFICATIONS REQUIRED

  • Qualified to HND or equivalent.
  • IT skills, including experience of Microsoft packages especially Excel and databases, are required.

EXPERIENCE REQUIRED

  • Able to demonstrate administrative ability
  • Keyboard and numeracy skills are essential
  • Experience in a customer service environment
  • Strong communication skills
  • Experience of working in a culturally diverse environment would be beneficial

SPECIAL CONDITIONS

  • The post holder should show a degree of flexibility when requesting extended annual leave at peak periods for the International team, especially during the summer months. Availability to travel within the UK, for example to attend training courses, and occasional weekend or out of hours working may be required.
  • The post holder should be flexible and responsive to change, as tasks may change as the activity of the team evolves and develops.

Additional Information

  • If appointed, you will be required to register for membership of the Protection of Vulnerable Groups (PVG) scheme, and you must be able to provide proof of the right to work in the United Kingdom.

Jms/03.09.01.

RECRUITMENT & SELECTION - PERSON SPECIFICATION

POST TITLE: INTERNATIONAL PROJECTS ASSISTANT

Essential / Desirable / Added Value / Evidence / Selection Activity

Qualifications

/
  • HND or equivalent
/
  • SVQ Level 2 in administration or computer applications
  • European Computer Driving Licence (ECDL) or PC Passport
/
  • Business/ Administration & IT qualification
/
  • Application form/certificates

Experience /
  • Experience in a relevant environment to have gained working knowledge of a range of systems and procedures.
  • Experience in a customer service environment
  • Experience of data input
/
  • Experience of working to tight deadlines
/
  • Experience of working in an Educational Environment
/
  • Application form
/
  • Interview

Knowledge /
  • Knowledge of computer systems/packages, specifically Excel, Word, Access and PowerPoint
/
  • Knowledge and understanding of FE/HE culture, in particular of issues related to international students
/
  • Basic knowledge of Health & Safety principles
  • Basic First Aid
/
  • Application form
/
  • Interview

Essential / Desirable / Added Value / Evidence / Selection Activity
Skills /
  • Strong oral communication and presentation skills
  • Ability to interact effectively with people from a range of cultural backgrounds
  • Keyboard and numeracy skills
  • Proven administrative skills and ability to plan ahead.
/
  • Foreign language skills
/
  • Gets point across quickly and concisely
  • Can demonstrate previous experience
  • Can give examples of good work planning and effective time management strategies
/
  • Interview
  • Interview

Special Circumstances /
  • Post holder will be expected to work at any College Campus as directed.
  • Occasional weekend or out-of-hours work will be required.
  • Some restrictions on annual leave may apply at times of high level activity.

Personal Attributes /
  • Ability to work to own initiative and to prioritise workload especially at short notice
  • Ability to work flexibly and respond to change
  • Be able to identify and propose solutions to office organisation
/
  • Various
/
  • Interview

Jms/03.09.01.