Job Title: International Business Support Administrator

Reference No:

Reports to: International Business Support Manager

Grade: C

Working Hours: 37 hours per week

Faculty / Service: Marketing and Recruitment Services

Location: Edinburgh Building

Main Purpose of Role: To play a key role assisting the International Business Support Manager, in the successful delivery of a comprehensive range of administration services in order to support the University’s International activity and meet the objectives of Marketing and Recruitment Services.

Key Tasks and Responsibilities:

To provide comprehensive administrative support to the International Business Support Manager assisting with the process of appointing University Agents' and the production and monitoring of relevant contractual documentation

To support the International Business Support Manager in the checking of student data in relation to agent commission claims, ensuring attention to detail at all times

To input financial data into spreadsheets and arrange payment of agent commission claims via Oracle financials in line with University financial regulations, ensuring deadlines are met

To provide a comprehensive UK and International travel service for staff travelling on behalf of Marketing and Recruitment Services, including arranging appropriate and safe modes of travel and accommodation, by consultation with the University Travel provider as well as arranging specific visas where appropriate

To be responsible for arranging UK and International recruitment exhibitions, ensuring all materials and publications are delivered to the venue in a timely fashion.

To assist in the preparation of a wide range of reports from Access databases and University systems, including travel, partnerships, agents, finance and student data

To assist the International Business Support Manager with the completion of approval documentation and recording and monitoring of the University’s Progression arrangements

To compile information for quality assurance purposes

To maintain a range of central databases

To assist with the organisation of internal and external conferences and events

To provide support in the procurement of and payment for a range of resources for the Service using Oracle financials

To provide information relating to financial outlay and monitor expenditure within the scope of the post

To assist with arrangements for incoming International visitors to the Service, including the provision of itineraries, refreshments and booking accommodation and travel where appropriate

To be responsible for the co-ordination of meetings and some diary management

To be able to work flexibly across the team in order to assist other team members at busy periods

To undertake other duties, commensurate with the grade and role, as required by the International Business Support Manager.

Special Circumstances: Flexibility in relation to working arrangements is essential. The post holder will be required to work additional and/or unsociable hours. Annual leave may be restricted at certain times of the year

Part 2A

Qualifications and Professional Memberships:

Experience:

Key Knowledge and Expertise:

Essential:

Qualifications and Professional Memberships:

Educated to A level or an equivalent qualification with a minimum of grade C in Maths and English at GCSE

Experience:

• Significant demonstrable experience of working in a busy office environment • Experience of working in Further or Higher Education or related

administration experience• Experience of working within a customer focused organisation

Key Knowledge and Expertise:

• Proficient in the use of IT (including Microsoft Word, PowerPoint, Excel, Access and other large databases)

• Experience in the use of Oracle Financials to raise purchase orders and pay invoices

• Experience in the use of SITS or other student record systems

Desirable:

Qualifications and Professional Memberships:

• A qualification in Business Administration would be advantageous

Experience

Experience of arranging UK and overseas travel Experience of diary management

Knowledge and Expertise:

• Experience of event management• Excellent interpersonal skills

Part 2B Competencies Communication

Oral Communication• Delivery methods are chosen and tailored to aid understanding and meet

the needs of others• Takes action to correct any misunderstandings or mistakes• Checks on recipient's understanding and takes action to remedy

any miscommunications• Adapts style in response to feedback

Written Communication• Anticipates the others' needs for information• Adjusts the level of content to suit audiences with varying levels

of understanding and ability• Provides information in a suitable format so that the others’ needs are met • Uses a range of different formats, chosen to the diverse needs and ensure

understanding

Decision Making

Independent Decisions• Considers wider impact of decisions, assesses possible outcomes and

their likelihood• Uses judgement to make decisions with limited or ambiguous data and

takes account of multiple factors• Distinguishes between the need to make a decision, when to defer and

when not to take a decision

Collaborative Decisions• Helps others to explore options that initially appear to be inappropriate

or unfeasible and recognise when a decision is or is not needed• Enables others to contribute to decisions• Ensures that options are weighed, outcomes identified and chances of

success considered• Challenges decisions, appropriately to ensure consideration and processes

are robust

Planning and Organising Resources

• Suggests ways of improving working practice and use of resources• Creates realistic plans to achieve own deadlines and objectives• Monitors progress of self and or others so that corrective action can be taken

if needed• Checks and reports on progress and achievement against plans to key parties

Service Delivery

Has accurate and up to date knowledge of services available in own and related areas of work

• Correctly refers customers elsewhere• Ensures that the experience of each customer is positive and satisfactory• Learns from complaints and takes action to resolve them

Team Development

• Produces material to help others learn• Recognises when a colleague needs help and provides appropriate guidance• Suggests constructively ways in which other team members could improve

their performance

Date Completed: Updated August 2015