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Job description / Role
To provide a full professional and proactive administrative and secretarial service to the Programme Coordination Manager, Course Directing and Academic staff, in support of the delivery of college courses. The post holder will also be required to provide a high level of support to college students, and will work closely with both the college Serco Management team and the Qatar Armed Forces.
Duties and Responsibilities:
To provide professional and flexible administrative support to Directing and Academic Staff, the Qatar Armed Forces and all other internal and external customers as required
- To organise meetings and events, ensuring the timely distribution of papers, following up any agreed actions and to act as clerk to meetings as required
- To maintain an accurate paper and electronic student records system, analysing, manipulating and extracting data to produce regular reports and management information, as required
- To be responsible for the management of the archiving of student files
- To assist with the production and circulation of documents and course material in support of JBJJCSC programmes and Serco management projects/reports, uploading documents
To be responsible for the overall management of the college LMS (Learning Management System); including the creation and deletion of staff and student User Roles and ensuring that Course information and related documents are uploaded and organised effectively in a timely manner
- In liaison with Directing staff, to provide support with all administrative processes related to the appointment of Visiting Speakers, following necessary military protocol, including the reconciliation of the Visiting Speaker budget and processing of expense claims
- To be responsible for the production of the JBJJCSC Newsletter on a bi-weekly basis
- To provide support to the Programme Coordination Manager with the maintenance of the college Tasker system, as required
- To make suggestions and implement process improvements where required and deliver briefings to relevant staff in support of the change to the administrative process
- To work closely with the PA to the Director of Service, providing a seamless level of cover in support of activities
To be familiar with and adhere to college and Serco mandatory policies and Standard Operating Procedures (SOPs), providing advice and support to staff, students and other customers as required and identifying areas for improvement where appropriate
- To organise and prioritise own work to ensure it is completed within an agreed timeframe and delegate tasks to other team members as appropriate
- To make accurate and effective use of computerised office systems and to create and revise documents, and reports and communicate changes with colleagues and customers
- To build and maintain effective working relationships with colleagues, students and other customers, including participating in network or working groups, as required, to convey and receive information
Requirements
Knowledge and Experience:
Educated to Degree level or equivalent in Business Administration or related subject- (Essential)
- A minimum of 3 years` administrative experience in a professional customer focused/service office environment, including the provision of PA support to senior colleagues and of exceptional service across a range of customers- (Essential)
- Experience of committee servicing, including the production of agenda and minutes/actions- (Essential)
- Experience of creating and maintaining accurate paper and electronic record and administrative systems and the development of working practices, making suggestions for improvement where necessary- (Essential)
- Experience of using Moodle or an alternative Learning Management System- (Desirable)
- Experience of budget management and/or reconciliation- (Desirable)
- Experience of student support administration preferably within a University or College Environment - (Desirable)
- Experience of guiding and supporting junior members of staff- (Desirable)
About the Company
Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.
Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.
Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.
Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.
We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.
Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.