Job title: / Development Administrator
Reports to: / Head of Development
Location: / Creative Skillset, Focus Point, London

Job context:

Creative Skillset is the Creative Industries’ Sector Skills Council. Jointly funded by industry and government, our job is to support the UK creative industries so that they have the right people, with the right skills, in the right place, at the right time, so as they remain economically and creatively competitive.

Creative Skillset’s Development Team design and create a range of skills solutions to enable our industries to flourish. We create National Occupational Standards and help develop vocational qualifications that lead to the creation of Apprenticeships, Foundation Degrees and beyond. Increasingly we also involved in quality assurance, ensuring the creative industries can access the best Apprenticeship providers, University courses and Continuing Professional Development short courses (CPD). You will join a team with a strong record in delivering all these across our sectors.

You will work across many projects, supporting a number of Development Managers.

Job purpose:

The Development Administrator will provide secretarial and administrative support to Creative Skillset’s Development Team and act as a first point of contact for Creative Skillset partners, stakeholders and the public.

The Development Team are very process driven and document based, and the Development Administratorwill ensure the organisation and upkeep of diverse projects, working with a number of Development Managers.

Key responsibilities:

  • Providing administrative support for the development team projects, and related external meetings including scheduling, booking meeting rooms, printing papers and, where required, taking minutes;
  • Providing administrative support to relevant members of the Development team on NOS Database and template population, proof reading, formatting and uploading
  • Support the Quality team on the travel and accommodation arrangements for Accreditation Panel visits; and attending if needed
  • Processing applications and maintaining the process of Apprenticeship certification and Creative Skillset’s Skills Passport, raising invoices where relevant; and answering first line enquiries
  • Providing first point of contact for Project consultants and Associates, working with them with regards to processing invoices, diary management with team members and bookings;
  • Providing the first point of contact for general enquiries regarding the Development Team’s products and services, including overseeing general email accounts for Apprenticeships and NOS work, responding to queries or passing them on to the relevant team member, as appropriate;
  • Liaising and engaging with external stakeholders where required to contribute to a customer focused culture, good relations with clients, and the creation of an effective and productive working environment;
  • Collecting and collating data to inform the team’s work to monitor and evaluate the take up and impact of Creative Skillset’s skills solutions;
  • Supporting aspects of finance processes and procedures, including invoicing, cash flow, updating codes and the use of Vision to monitor budgets;
  • Developing and following administrative procedures within the Development Team, including the use of shared templates, recording mechanisms, archiving documents and use of the Wire;
  • Uploading CRM updates and maintaining the relevant sections of the Wire, Skillset’s website and CRM, in close liaison with the e-Comms team;
  • Attending and participating in monthly Development Team meetings.

Corporate responsibilities:

  • Take ownership of, and contribute to, internal and external communications activity both in their job role and as part of Creative Skillset’s overall strategic objectives.
  • Demonstrate a personal commitment to embracing and promoting Creative Skillset’s positive approach to the achievement of acceptance, openness, and equality of opportunity at work for people from under-represented groups (i.e. such as those with disabilities and from the Lesbian, Gay, Bisexual and Transgender and Black, Asian and Minority ethnic communities).
  • Promote and develop individual and organisational activities which support and enhance environmental sustainability and health and safety objectives.
  • Establish good working relationships with both internal and external customers and provide a high quality service which meets their needs.
  • Support yours and your colleagues’ activity through a commitment to effective and correct use of corporate tools and resources, including the Wire (Creative Skillset’s intranet) for internal communications and file management, and the CRM (Customer Relationship Management database) for contact management.

This job description is not intended to be either prescriptive or exhaustive. It is issued as a framework to outline the main areas of responsibility at the time of writing. Your manager will, in discussion with you, review the job description at appraisal. It is Creative Skillset’s intention to work with you to update and incorporate changes to your job description as required. However, if agreement cannot be reached, Creative Skillset reserves the right to impose changes.

PERSON SPECIFICATION

ESSENTIAL / DESIRABLE / HOW TO TEST
EXPERIENCE AND KNOWLEDGE /
  • Proven experience working as a secretary and/or administrator.
  • Experience of setting up and running efficient office systems and procedures.
  • Experience of working as part of a busy team
/
  • Experience or knowledge of the Creative Industries; or sectors within; an interest in fashion and textiles, advertising, digital media, film and tv
  • Awareness of the role of Sector Skills Council like Creative Skillset
  • Knowledge of current training and education policies
/
  • Application form, references
  • Interview
  • Specific questions on procedural aspects of Apprenticeships/NOS and AO’s

QUALIFICATIONS AND TRAINING /
  • GCSE or equivalent
/
  • Formal Project planning training
/
  • Application Form
  • Production of certificate

OTHER SKILLS AND ATTRIBUTES /
  • Excellent communication skills (both written and verbal), and the ability to communicate with a wide range of people
  • Highly developed interpersonal skills, with ability to work proactively with people at all levels.
  • Excellent team player with the ability to quickly form good working relationships
  • Ability to work well under pressure in a methodical and organised manner
  • High level organisation skills with the ability to work independently and prioritise workload to meet fixed deadlines
  • Good attention to detail
  • Ability to learn about and understand new and complex areas of work
  • Microsoft Office, including Outlook, Powerpoint, with Word and Excel advanced level
  • Commitment to Equality and Diversity principles
  • Communicating in different modes according to audience
/
  • Ability to present innovative and persuasive ideas in early debates and discussions, but to then act according to agreed team priorities on ideas often not your own
  • Microsoft Office Excel intermediate level
  • Awareness of skills issues in the creative industries
/
  • Application Form
  • Test
  • Interview

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