Outreach Administrator

Outreach Administrator - 25811

Student Recruitment Outreach, External Relations

University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £22,722 to £24,411, with potential progression once in post to £28,259

Band 500

Part time - 0.6 FTE

Closing date: 23rd September 2019

Job Summary

The University of Birmingham has a commitment to widening participation; ensuring that young people from communities who are under-represented in Higher Education are encouraged and supported to make informed choices regarding their future progression. This activity provides a ladder of engagement from Year 6 through to Year 13 and on to Higher Education.

The Undergraduate Recruitment and Marketing team and the Outreach team are responsible for the development, promotion and delivery of student recruitment and widening participation activities for the University within the UK. The team undertake a wide range of aspiration raising events and student recruitment activities (i.e. HE fairs, school and campus visits, open days and residential events) as well as undertaking a range of activities targeted at specific groups within the community as part of our commitment to widening participation.

This is an exciting role in a busy and fast-paced team. This permanent post will play a key role in supporting the University's widening participation and outreach agenda and will provide specific support for the University's Mentoring Scheme and residential Summer Schools.

Main Responsibilities:

Mentoring:

• To be responsible for the administration and coordination of the University's mentoring scheme in secondary schools. This will involve coordinating the recruitment and selection of undergraduate mentors, liaising with schools to coordinate mentor launches and appointments, monitoring the programme inbox, arranging room bookings and logistics as well as and acting as the main point of contact for the scheme
• To work with the Mentoring lead to organise the training of undergraduate mentors
• To maintain the main mentor database
• To support programme evaluation and reporting by collecting and inputting data
• Raising purchase orders and financial administration of the programme

Inspired@birmingham:

• To be responsible for the administration and coordination of Inspired@birmingham, a key strand of Pathways to Birmingham. This will involve liaising with schools to promote the programme, chasing application forms and missing data, liaising with schools and students to ensure attendance at activities and dealing with any additional student requirements due to disability etc
• Work with the Inspired@birmingham lead to organise programme events and activities, including room and catering bookings
• Provide administrative support to the programme including: recruitment of annual Year 12 cohorts, communication with schools and students and monitoring the programme email inbox
• Support the programme evaluation and reporting by collecting and inputting data
• Raising purchase orders and financial administration

Evaluation Support:

• To be the main administrative support for the evaluation of Outreach activity
• To manage the evaluation of school visits ensuring that evaluation forms are appropriate, completed by stakeholders, collated and summarised on our reporting databases for onward reporting to the Evaluation Officer and Head of Outreach.
• To support the lead Evaluation Officer with data collection and analysis

Financial Administration:

• To have specific responsibility for the financial administration of the Year 10 and 12 residential summer schools. This will involve raising purchase orders, processing and monitoring transactions and using the University's finance system (New Core) in addition to maintaining the Office's own financial records
• Undertaking monthly and quarterly reconciliation of the summer school budgets, identifying and rectifying any discrepancies and bringing potential under or overspends to the attention of the Head of Outreach. Ensuring all financial work is done within tight deadlines.
• Providing managers with costing and pricing of activities and projects as required.
• To ensure that all deadlines are met, prioritising his/her workload to achieve this.

Data collection and retention and DBS administration:

• To take responsibility for the department's overall dataset and spreadsheets, ensuring that we are GDPR compliant
• To set up office processes and maintain office systems using databases, spreadsheets and other systems to ensure the smooth running of the office.
• To manage the recording and review of Disclosure and Barring Service (DBS) checks for staff and students involved in activities with schools.

General Office:

• General office administration and project work as required i.e. coordinating and taking minutes at departmental team meetings (Outreach and Student Recruitment & Outreach team meetings) and supporting the team in dealing with adhoc business requests from the ER Directorate.

Person Specification

Essential:

• Educated to A Level or equivalent, including GCSE passes in English and Mathematics
• Excellent IT skills including word processing, spreadsheets, access databases and Outlook
• Demonstrable experience of working in an administrative environment
• Demonstrable experience of working with finance systems and budget administration
• Ability to communicate effectively with a wide range of stakeholders including teachers, young people, parents and university staff
• Ability to work as part of a team
• Ability to prioritise workload and manage time effectively
• Flexibility, tact and diplomacy
• Ability to problem solve and to work independently and proactively
• Attention to detail
• Ability to work under pressure
• The ability to adapt to new or demanding situations, prioritising workloads and managing deadlines
• Excellent interpersonal skills whether dealing with students, academic staff, external organisations or other members of the office team
• An understanding of data protection legislation and compliance, in particular how this applies to students under 18 years old
• Prepared to work occasional weekends and evenings where required
• An enhanced DBS check would be required for this post

Desirable:

• An understanding of widening participation in the field of education
• Experience of working with students
• Knowledge and understanding of the UK Education system
• Experience of working withing the HE/Education sector

We value diversity at The University of Birmingham and welcome applications from all sections of the community'

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