Institution of Fire Engineers Hiring for Education Administrator Job at Stratford-upon-Avon, England Full Time

The Institution of Fire Engineers (IFE) is a global membership organisation of more than 10,000 fire engineers striving to build a safer society. As a registered charity founded in 1918, the IFE assesses knowledge of fire and professional experience, awarding internationally recognised membership grades and fire-related qualifications throughout the world. The IFE delivers over 6,000 exams annually which are recognised both in the UK and internationally. Managed for fire professionals by fire professionals, the IFE aims to promote, encourage and improve the science, practice and professionalism of fire engineering.

Main purpose of the role

To provide administrative support to the Education team in order to ensure the efficient delivery of the products and services provided by the Education Team.

Relationships

• Reporting to the Education Manager
• Liaison with internal stakeholders including, but not limited to: IFE staff, Trustees, branches and volunteers

c. Liaison with external stakeholders including, but not limited to: customers and suppliers

Main responsibilities

· Contribute to the day-to-day running of the services provided by the Education team

· Provide information to customers by telephone and by email

· Process examination bookings and confirmation letters

· Process multiple choice marking

· Collate materials for examinations

· Unpack and check materials returned by centres and examiners

· Carry out numerical checks and other QA checks as required

· Collate and record information (eg statistics, feedback), analysing information where required

· Update materials including forms, spreadsheets, electronic records.

· Set up meetings and ensure that all meeting arrangements (eg catering, accommodation) are in place.

· Copy, collate and distribute papers for meetings and take minutes as required.

· Provide general administrative support to team members as required.

· The post holder will be required to develop the required level of understanding of IFE qualifications and the associated costs/subscription fees.

General responsibilities

· Comply with all IFE policies and procedures as indicated in the Employee Handbook and the Health and Safety Handbook.

· Adhere to customer service standards as required by your line manager

· Provide comprehensive administrative support to all areas of the organisation

· Contribute to the day to day running of the services in your department

· Liaise with internal colleagues, suppliers, external experts (including volunteers) and members as required to complete tasks

· Assist with general enquiries by telephone and email

· Manage phone calls and correspondence (e-mail, letters, packages etc.)

· Create and update records and databases ensuring full and accurate information is recorded

· Create/update/complete documents relevant to area of work, ensuring accuracy in documents and, where appropriate, ensuring that presentation (eg certificates, letters) is in line with IFE housestyle

· Carry out regular housekeeping concerning emails and all files held electronically on the IFE’s shared drives

· Manage meeting agendas/arrangements/appointments/travel etc.

· Promote IFE in a positive manner and protect the IFE reputation

· Engage with, and support colleagues, wherever needed

· Meet performance targets as established with line manager

This is not an exhaustive list and all staff are expected to be flexible and carry out different tasks from time to time commensurate with ability and experience.

PERSON SPECIFICATION

Essential (E) / Desirable (D)

Qualifications

• GCSE English (or equivalent) (E)

· GCSE Mathematics (or equivalent) (D)

Knowledge and Experience

• Experience of working in a busy office with a strong customer service ethos (E)
• Experience of using systems for data entry and reporting (E)
• Experience of providing and coordinating administrative support (E)
• Experience of working in an education environment (D)
• Use of CRM systems (E)

· Experience of working in Education/ Administration/ Customer Services role (E)

Skills

• High standards of accuracy and attention to detail (E)
• Polite and professional approach and experience of customer service roles (E)
• Excellent written and verbal communication skills (E)
• Excellent IT skills. Competent in Microsoft Office (Outlook, Word, Excel, PowerPoint and Teams) (E)
• Good organisational skills and interpersonal skills (E)
• Good time management skills with the ability to prioritise, plan and organise day to day activities ensuring that deadlines and objectives are achieved (E)
• Good interpersonal skills, confident and professional telephone manner (E)
• Ability to proofread and attention to detail (E)

· Excellent customer service skills (E)

Personal Attributes

• Own Transport (D)
• Enthusiastic, hardworking, flexible and with a “can-do” approach (E)
• A team player with a positive outlook and strong work ethic (E)
• The ability to use own initiative and know when to seek advice (E)
• Acts with professional integrity at all times (E)

· Ability to develop and maintain strong, effective and professional working relationships (D)

This is a full time, permanent role with an initial probationary period of 6 months.

Normal working hours are 8:30am-4:30pm (with an hour for lunch) Monday to Friday with 33 days holiday per annum (FTE) (including bank holidays), increasing to 38 days (FTE) after 5 complete years of service. The office does close for approximately a week at Christmas and some annual leave allocation (approx. 5 days) will be required to cover this period.

Your usual place of work will be at the International Head Quarters of the IFE in Stratford-upon-Avon, but it may occasionally be necessary to work at another location for short periods of time. Although the job specification states full time, there may be a possibility to job share this position.

After successful completion of the probation period, successful candidates are entitled to be enrolled into the company’s life assurance and private medical schemes. IFE also operates a company pension scheme via NEST; employer pension contributions are 6%.

Salary: £21253 per year

Expected start date: ASAP

Closing date: 22 April 2022

Interviews will be held w/c 9 May 2022

Job Types: Full-time, Permanent

Salary: From £21,253.00 per year

Benefits:

• Additional leave
• Company events
• Company pension
• Life insurance
• On-site parking
• Private medical insurance
• Sick pay
• Work from home

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
We are following Government guidelines

Experience:

• Office Environment: 1 year (required)

Application deadline: 22/04/2022
Reference ID: EA- Mar 22