Administrator

Administrative Officer (Placements and Lifelong Learning)

An exciting opportunity has arisen for an Administrative Officer, to join a leading organisation based in Belfast.

This is a Full-Time, Temporary Position.

Working hours: Monday to Thursday: 8.50am - 5pm and Fridays: 8.50am - 4.25pm. (36.5 hours per week).

With an hourly rate of £15.12 per hour.

A Basic Access NI Check will be required.

Closing date Thursday 9th April

Job Role:

You will be responsible for providing high-quality administrative support for placements. This will include supporting effective placement allocation, strong external relationships, accurate data management, and the efficient administration of activity, ensuring compliance.

Essential Criteria

• Minimum of 3 years' recent (within the last six years) administration experience gained in a complex working environment.
• Evidence of excellent organisational skills and the ability to work effectively in a pressurised environment, in which meeting deadlines, working accurately and maintaining confidentiality are essential.
• Experience of working with Information Management Systems.
• Excellent IT skills, with experience of using Microsoft Word, Outlook and advanced Excel to include design, manipulation and the use of formulae.
• Experience of liaising effectively with external and internal contacts.
• Excellent communication skills both oral and written.
• Ability to work and make decisions using own initiative.
• Proven ability to work as part of a team.
• Experience and proficiency of minute taking maintaining financial records.

Main Duties and Responsibilities:

• Provide comprehensive administrative support for the allocation and management of placements.
• Liaise with external placement providers to secure placements and resolve issues within required timescales.
• Plan and schedule annual and future placement activity.
• Maintain accurate placement, assessor, and visit records using management information systems.
• Provide guidance on placement processes and requirements.
• Monitor placement quality assurance, ensuring reports and marks are received, recorded, and submitted to Boards of Examiners.
• Maintain placement-related web and intranet content and manage communications, surveys, and data.
• Produce routine placement data and management reports.
• Work closely with staff, teams, and software providers to support placement delivery and system improvements.
• Administer programmes in line with agreed strategy and regulations.
• Manage applications, bookings, admissions processing, and student communications.
• Update course information, eShop listings, and maintain accurate records.
• Coordinate timetabling, room bookings, tutor liaison, attendance tracking, and certification.
• Process financial documentation, including invoices, tutor payments, and contracts.
• Act as the main point of contact for applicants, tutors, and stakeholders.
• Support the preparation of the prospectus, events, and approved publicity materials.
• Ensure compliance with GDPR, Data Protection, Information Security, and policies.
• Maintain accurate records and support audits, reviews, and inspections.
• Manage workload effectively, prioritising competing demands and using initiative.
• Contribute positively to team working, meetings, and continuous improvement of processes.
• Support College-wide and role-related events as required.
• Undertake other duties appropriate to the grade and role as assigned by line managers.