Job Specifications
Application Deadline: 21 May 2025
Department: Campus Office
Location: Pibwrlwyd Campus
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 monitorquality and effectiveness of systems and procedures
Desirable Criteria:
A good understanding of relevant issues in Further and Higher Education
Welsh Language Requirements:
Welsh Oracy (Listening/Speaking) - Level 3
Welsh Literacy (Writing/Reading) - Level 2
Please see detailed language descriptions attached.
Persons are welcome to apply for posts in Welsh and applications made in Welsh will not be treated less favourably than an application made in English.
For a full job description, please see attached.
Benefits
You will receive 28 days holiday, plus bank holidays and five closure days which totals at 41 days holiday per year. You also receive an additional 4 days after 5 years service.
Extremely generous pension scheme with employer contributions of 20%.
Award-winning professional learning and development programme.
Cycle to work scheme
Free on-site car parking
Online and instore retail discounts
Equality, Diversity & Inclusion
At Coleg Sir Gar & Coleg Ceredigion, we inspire learners to fulfil potential and achieve excellence. To do this, we need the best employees to continue our culture of respect, unity and professionalism. We are proud to be an Equal Opportunity Employer and therefore welcome applications from all backgrounds and areas of the community to the college.
Visit our dedicated page to find out more.
Disability Confident
Coleg Sir Gar and Coleg Ceredigion are proud to be a disability confident employer. As a result, we ensure our recruitment process is fully inclusive and accessible to all, communicate and promote all opportunities, anticipating and providing reasonable adjustments, support existing employees who acquire a disability or long term health condition to stay in work, and offer an interview to disabled people who meet the minimum criteria for the job.
About the Company
Coleg Sir Gar was created in 1985 and became a corporate institution in 1993. In 2013 it became Coleg Sir Gar Ltd, a company within the University of Wales: Trinity Saint David Group, and part of a regional Dual Sector University. The College has an annual turnover of over PS30m and employs around 800 staff. The College is based in South West Wales and has five main campuses at Llanelli (Graig), Carmarthen (Pibwrlwyd and Jobs Well), Ammanford and Llandeilo (Gelli Aur). The College is also home to Carmarthen School of Art whi...
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