Human Resources Department
JOB DESCRIPTION
Job Title:Alumni Administrator
Department:Alumni Relationsand Development Office
Reports to: Executive Director of Alumni Relations and Development
Purpose of role:The Alumni Administrator plays an important role in the busy team of 12 in the office, as the first point of call for many enquiries and in providing core administrative support to the Executive Director and the Responsible College Officer, as well as to the office as a whole.
Responsibilities:
The Alumni Administrator will provide administrative support to the Alumni Relations and Development Office in the following ways:
- To be the first point of contact for general incoming telephone calls and dealing with enquiries;
- To receive visitors to the office, including Fellows of the College, alumni and other visitors;
- Provide PA support to the Executive Director of Alumni Relations and Development and the Fellow for Alumni Relations and Development, particularly to assist with meeting and travel arrangements for meetings locally and internationally, as well as briefing materials for external meetings;
- Responding to alumni queries in person, by telephone, letter and e-mail;
- Maintaining and updating information on the Raiser’s Edge (RE) database;
- To provide administrative support to the Executive Director in relation to the Alumni Relations and Development Committee;
- Manage the office budget reconciliation and payment and recording of all invoices and petty cash management;
- Assist, prepare or manage certain aspects of the regular mailings from the office for fundraising;
- Providing office administration support to other members of the team as necessary (particularly at peak fundraising times);
- Liaising with internal departments and external contacts, also suppliers of services and products used by the department;
- Undertaking any other activities which may be reasonably requested by the Executive Director of Alumni Relations and Development in the course of the office’s work.
Any reasonable changes to the duties and requirements in the job description which may be necessary to meet the changing needs of the job or to reflect the latest technology or best practice will be discussed and agreed with you at Reviews.
Additional information:
Additional attendance may be required on some evenings and weekends for which time off in lieu may be taken.
PERSON SPECIFICATION
Essential
Stage of the recruitment process when criteria will be considered:Shortlisting / Practical Exercise / Interview
Excellent organisational and administrative skills / x / x / x
Good interpersonal skills, with the ability to deal professionally with people from all walks of life / x / x
Attention to detail and the ability to work to deadlines, self-motivation / x / x / x
A flexible and positive attitude and the ability to work as part of a team / x / x
An excellent command of written and spoken English / x / x / x
Good IT skills, especially in the use of Microsoft Office Word, Outlook and Excel / x / x / x
Proven experience in using databases and in data entry (full training on the database used by the office will be provided) / x / x
Good general education qualifications / x
Desirable
Stage of the recruitment process when criteria will be considered:Shortlisting / Practical Exercise / Interview
Prior experience of working in an administrative capacity in an office / x / x
Experience of The Raiser’s Edge database / x / x
Experience of working in a customer-focussed environment / x / x
Employment Details
Rate of Pay:£18,847 - £21,084 per annum on an incremental scale
Hours:Full time36.25 hours per week with an unpaid lunchbreak of ¾ of an hour.
Holiday:25 working days plus 8 public holidays (prorata for part -time post holders).
Housing allowance:Upon successful completion of the probationary period staff are normally eligible to receive, the housing allowance currently set at £850 pa (pro rata for part time staff) which is paid quarterly.
Meals:Free lunch is provided for staff whose duties cover this period.
Pension scheme:A pension scheme, which complies with the requirements of the Occupational and Personal Pension Schemes Regulations for auto-enrolment, will be available after three month’s service. All staff will become members unless they choose to opt out.
Private Health Care:The College provides free health care currently through membership of BUPA. Membership of a dental care scheme is also available. Staff are able to join the schemes after successful completion of their probationary period, subject to certain limitations. This is a taxable benefit.
Gym:Membership of the College gym is available for a modest fee. Inductions are compulsory.
Sports & Social Club:The Trinity College Staff Sports and Social Club, run by a committee of staff, offer regular outings to places of interest, and organises functions including a Christmas event.
July2017