Administration Assistant ( ESF)

To provide professional and effective administrative support to the MTC ESF project. To
provide first point of contact for ESF participants/visitors for MTC.

Key Responsibilities
and Accountabilities:

• Provision of a comprehensive reception service, dealing effectively with a wide

• Support the ESF team to collate / evidence programme feedback including:
• Post course Learner Destination
• Females gaining improved labour market status

• To assist the ESF team with test administration and be the first point of contact for all

• To provide administrative support to the ESF team including:
• Monitoring the receipt of employer CPD paperwork
• Sending joining instructions to participants
• Following up joining confirmations
• The issue of course attendance certificates
• Ordering courseware
• Awarding Organisation registrations

• To ensure the ESF administration systems (hard and soft copies) are organised and

• Support ESF compliance checks – raising / closing audit actions as required /

• To ensure that ESF training rooms are equipped with the relevant courseware and

• To update and assist with the maintenance of MTC's ESF database.
• To work closely with colleagues in the Finance Team for all ESF financial matters

• To assist the Finance Team with monthly financial reports for:
• Courseware
• Programme Expenditure

• To maintain stocks of office stationery and other office supplies
• To deal with incoming post / general mail (incl. emails) regarding the ESF project
• To undertake other administrative duties as required by the Programme

Administrator

Special
Circumstances:

From time to time the post holder will be expected to work unsociable hours and must be
flexible, as additional hours will be required at peak times of the year. Annual leave may
be restricted to certain times of the year.

University of Sunderland
Role Profile
Part 2

Part 2A: Essential and Desirable Criteria

Essential
Qualifications and Professional Memberships:

• Educated to GCSE level or equivalent
• NVQ3 in administration or equivalent

Access)

Desirable
Qualifications and Professional Memberships:

Knowledge and Experience: Previous demonstrable experience of working with test administration

Competencies are
assessed at the
interview/selection
testing stage

Communication

Oral Communication

The role holder is required to understand and convey straightforward information
in a clear and accurate manner and occasionally is required to understand and convey
information which needs careful explanation or interpretation to help others understand,
taking into account what to communicate and how best to convey the information to others.

Written Communication

The role holder is required to understand and convey straightforward information
in a clear and accurate manner and occasionally is required to understand and convey
information which needs careful explanation or interpretation to help
others understand, taking into account what to communicate and how best to
convey the information to others.

Knowledge and Experience

The role holder is required to apply working knowledge of theory and practice,
sharing this knowledge with others as appropriate; demonstrate continuous
specialist development by acquiring relevant skills and competencies.

Decision Making Processes and Outcomes

Taking independent decisions is a requirement and has a minor impact. The role
holder is required to be party to some collaborative decisions; work with others to
reach an optimal conclusion that have a moderate impact. The role holder is

required to provide advice or input to contribute to the decision-making of others
that has a moderate impact.

Service Delivery

The role holder is required to deal with internal or external contacts who ask for service or
require information; create a positive image of the organisation by being responsive and
prompt in responding to requests and referring the user to the
right person if necessary; deliver service that is usually initiated by the customer,
and typically involves routine tasks with set standards or procedures and it is an important
requirement to deal with internal or external contacts where the service
is usually initiated by the role holder, working within the organisation's overall procedures or
policies OR proactively seek to explore and understand customers' needs; adapt the service
accordingly to ensure the usefulness or appropriateness
and quality of service (content, time, accuracy, level of information, cost).

Planning and Organising Resources

The role holder is required to plan, prioritise and organise their own work or
resources to achieve agreed objectives.

Analysis and Research

The role holder is required to analyse routine data or information using
predetermined procedures and gathering the information from standard sources;
work accurately to complete the task precisely as specified.

Date Completed: Updated March 2022