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JOB DESCRIPTION Job Title: International Administrator Salary ...

JOB DESCRIPTION Job Title: International Administrator Salary ...

MAIN DUTIES AND

MAIN DUTIES AND RESPONSIBILITIES Responsible to: Director of International Development (Line Management) International Student Adviser (ISA) – (Operational Management for International Student Welfare) PRIMARY FUNCTIONS 1. Reception Duties • To provide a friendly and welcoming environment for visitors to IDeC, including internal (staff & students) and external visitors. • The post holder is required to act as a receptionist in a busy office to meet and greet visitors, answer enquiries in person, and by telephone, book appointments, and provide a friendly and efficient welcome appropriate to the situation. S/he is also responsible for ensuring that the main office remains tidy and organised at all times. 2. Operational Duties • The post holder is expected to have detailed knowledge of University operational policies and procedures, particularly in relation to Finance, Admissions and Student Records. S/he is responsible for managing flexitime, annual leave and sickness records. • S/he is responsible for creating process and procedures relating to administrative functions tailored to the activities of the International Development Centre, for example drafting and communicating office processes for freight, monitoring leave, sickness and absence. • S/he is responsible for identifying any in house building maintenance issues/faults, making sure these are reported to the Estates Department 3. Welfare Support Duties • The post holder will provide secretarial and administrative support to the International Student Adviser and other members of the welfare team. These are outlined more extensively below. • Developing and Managing an appointment system for the ISA and AISA, managing their diaries effectively to ensure that students wait the minimal amount of time. • Preparing and distributing information to international students, responding to queries sensitively and professionally, by telephone and face to face, often to students who may be anxious or worried. • Assisting with the organisation of student-focused events, such as the welcome/orientation event, as required.

• Maintaining and updating the international student filing System – ensuring the required immigration documentation for each International Student (ie: visa, passport and diploma) is current and present in the student files in accordance with UKBA/Home Office regulations. • Identification of missing official documentation from student files, in addition to providing and maintaining an appropriate system to record and track the status of any missing student documentation. • Dealing with requests from students for an official University letter to support applications to open a bank account, Council Tax exemption and letters to confirm current Student status. • Assisting with the administration for the Students’ enrolment event at start of term including assisting students who have difficulties enrolling on-line. 4. IDeC Clerical / Administrative Duties • The post holder is responsible for managing the preparation of freight for international recruitment fairs. This requires regular communication with central marketing and faculties to maintain an up to date list of available literature, requesting copies as appropriate. It also requires liaison with the freight forwarding company, ensuring correct completion of all paperwork, and manual handling (Packing of boxes of literature). • Preparation of mailings as and when appropriate, including printing of labels and packing of envelopes. • Processing incoming and outgoing mail within the UK and abroad. • Photocopying, faxing, international office general record keeping as required. • To respond to enquiries and requests for information from prospective international and EU students. Such requests may come via post, fax, telephone or face to face visitors to the Centre. • To Respond to enquiries resulting from Open days and the University Website • The post holder is responsible for checking the generic IDeC email address on a daily basis to ensure that enquirers receive a fast and appropriate response. This will require the preparation and ongoing management of a range of standard responses as well as the writing of bespoke responses to individual queries. This requires knowledge of overseas education systems as well as the university‘s admissions processes and procedures. • Maintenance of IDeC general office filing systems SECONDARY FUNCTIONS Note - These activities will only be required on a cover / occasional basis, as they are the primary responsibility of the other International Administrator based within IDeC.

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