Administrative Assistant

Application Deadline: 4 June 2025

Department: Campus Office

Employment Type: Fixed Term - Full Time

Location: Pibwrlwyd Campus

Reporting To: Campus Manager

Compensation: £24,424 - £25,199 / year

Description

The Board of Directors of Coleg Sir Gâr and Coleg Ceredigion are committed to appointing the very best staff who achieve excellence in their work. Working to the values and behaviours that underpin the strategic plan and business of the institution, the College seeks staff that display creativity and innovation, whilst driving their own performance, and the performance of others, to provide the very best experience and service to learners. The role of the Administrative Assistant is varied and busy, playing an important part in the operation of an efficient Campus Office. The successful candidate will need to demonstrate commitment, accuracy, efficiency and flexibility in carrying out the role and ensure services of the highest possible standards are delivered on campuses. It is vital that Campus Offices offer a knowledgeable service to all learners, staff and visitors in a welcoming, bilingual, effective and vibrant environment. In this context, the value placed on excellent customer care and support must not be underestimated. The post holder performs a vital role on the smooth running of the campuses and will have a close working relationship with other college staff.  The Administrative Assistant will undertake a wide range of duties including general administration, reception and telephony, registry, estates and finance activities. A high level of professionalism, diplomacy and co-operation will be required for this position. The successful applicant should be suitably qualified and have relevant office experience. 

Key Responsibilities

• Provide general administrative and word processing support as directed by the Campus Manager, Assistant Campus Manager and / or Administrative Officer;
• Provide support to Faculty Managers and other College staff as agreed with the Campus Manager; 
• Promote and deliver excellent standards of customer care service;
• Work closely with other support staff within the campus office, including caretakers;
• Perform financial functions relating to the collection of miscellaneous Campus income, issuing of petty cash, banking and completion of appropriate documentation;
• Perform Registry/Admissions functions to include giving advice and guidance to prospective and existing students, online enrolments including the taking of ID photographs;
• Undertake administrative duties for electronic tabling;
• Assist with compliance of examination procedures including on-line examinations;
• Undertake administrative duties relating to examination certificates;
• Input part time contracts onto computerised record systems;
• Collate and process all EMA documentation and activate payments weekly on the website;
• Assist with cost recovery courses, if required;
• Input data into various computerised record systems;
• Contact point for staff and students to report absences and report to relevant Faculties and    Directorates;
• Process college vehicle bookings;
• Process internal room bookings;
• Provide support, when feasible, to the student transport administrative system;
• Provide a bilingual reception service for visitors, students and staff including receiving and distributing parcels;
• Sort and distribute campus mail;
• Undertake any other duties as directed by the Campus Manager commensurate with the grade of the post at the initial place of work or other locations within the College;
• Work closely with the Estates and Finance departments, Registry and Admissions to ensure the delivery of an efficient, effective and knowledgeable service at Campus office.

Skills Knowledge and Expertise

Essential Criteria:

• Microsoft Office Word Processing Level 2 / Appropriate IT Qualifications
• GCSE English and Mathematics at minimum Grade C or O Level equivalent 
• Relevant administrative experience 
• Good analytical skills 
• High degree of self-motivation 
• Diplomacy and tact 
• Ability to produce work of high quality 
• Ability to work under pressure 
• Ability to maintain strict confidentiality 
• Good interpersonal and communication skills 
• Ability to display confidence and establish positive relationships 
• Ability to plan, co-ordinate, implement and monitor quality and effectiveness of systems and procedures 

Desirable Criteria:

• A good understanding of relevant issues in Further and Hig