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Careers and Employability Administrator

This post is based in the Careers and Employability team which is within Student Services.

Careers and Employability contributes towards the University’s mission for its students to acquire high level employability skills by providing a range of services and activities including group sessions and workshops, information, advice and guidance, the promotion of full and part time vacancies, careers conferences and events, careers inventories, the Worcester Award, and the Destination of Leavers of Higher Education survey. The team is based next to firstpoint on the St Johns campus but staff may be expected to travel to other University or external locations with appropriate notice.

This post will provide administrative support to Careers and Employability Service. This will include dealing with frontline enquiries from students and employers, the design of careers resources and promotional material, maintenance of printed and web based resources, the publishing and promotion of part time vacancies including the supervision of the Student Careers Ambassador, and administrative support for appointments, events, workshops, the DLHE survey and the Worcester Award.

Closing date: Monday 01 May 2017

Reference number: SS1704 - 3244

Job details

Job details

Band 4 £18,411 - £20,624 a year, with opportunity to progess to £21,843 a year
Full time (37 hours a week)
As soon as possible
Responsible to
Careers and Employability Manager
Responsible for
Student Careers Ambassador
Interview date
Interviews to be held Monday 22 May 2017 (To be confirmed)



Student Services aims to support University of Worcester students to enable them to fulfil their potential through a range of services under the following headings:

• Careers and Employability Service

• Chaplaincy• Counselling and Mental Health Service

• Disability and Dyslexia Service

• Firstpoint

• Money Advice Service

• Student Achievement Service

• Student Support and Wellbeing Service

• Unitots Nursery

Values and Behaviours:

In the Strategic Plan for 2013-2018, the University sets out the values which underpin the standards expected of all members of the university community. These are:

o Intellectual openness, honesty and love of learning

o Human equality and dignity

o Democracy and mutual respect

o Educational and social inclusion

o Environmental sustainability and social responsibility

o Ethical and professional behaviour

o Active engagement and partnership

Within Student Services these values lead to an expectation of the following professional behaviours:

• A commitment to delivering an excellent, inclusive and student-focused service

• A positive and proactive approach to problem solving and seeking to improve practice, including maximising the effective use of resources

• Embracing change and being receptive to new ideas

• Showing commitment to your own development, and supporting others to achieve their potential

• Working collaboratively

• Valuing, encouraging and supporting diversity to foster a spirit of mutual respect

• Managing your own workload effectively, and contributing positively to the wider team

• Maintaining an awareness of the University’s aims, and where your role fits in to the bigger picture.

Main duties

Main duties

1. To deal with enquiries to the Careers and Employability team by phone, email or through social media, providing a welcoming, timely and professional service to all users.

2. To provide administrative support for the Careers team, including room bookings, workshop and appointment bookings, purchase orders, note taking at meetings, updating web pages, and uploading jobs bulletins.

3. To lead on the design, development and maintenance of online and printed Careers and Employability resources and marketing materials in conjunction with other team members as appropriate.

4. To be responsible for the promotion of part time job opportunities through the jobs bulletin, to include the recruitment and supervision of the Student Careers Ambassador, uploading of bulletins to the web pages and maintenance of jobs boards.

5. To schedule regular social media posts to promote careers events and opportunities.

6. To provide support to the Careers team in the organisation of careers and employability activities such as conferences and events. This could include room bookings, organisation of meetings, liaison with internal and external colleagues, and support on the day.

7. To provide support to the Student Employability Activities Co-ordinator in the delivery of the Worcester award at key times of the year. This could include student enquiries, processing of records and log books, and support with the awards ceremony.

8. To provide support to the Employability Data Coordinator in the collection, analysis and dissemination of the Destination of Leavers of Higher Education survey at key times of the year. This could include support with the recruitment and training of telephone staff and the production of reports.

9. To provide assistance to the Careers and Employability Service Manager and other team members in collating data and producing reports and briefings.

10. To assist in the planning and delivery of appropriate activities related to pre-entry information, advice and guidance, student recruitment, enrolment, induction and transition e.g. open days, visit days, Welcome Week etc.

11. To act as mentor to new colleagues in Student Services and elsewhere in the University, with appropriate training, in accordance with the Mentoring Scheme.

12. To carry out any other duties relevant to the service, and commensurate with the responsibility level of the role, when appropriate.

*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.

Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

Essential Criteria

1. Educated to degree standard or equivalent skills, knowledge and experience.

2. Excellent administrative, organisational and time management skills, including the ability to manage own workload effectively. High levels of attention to detail.

3. A sound working knowledge of Microsoft Office, including creating documents in Word, using Outlook for emails and calendar, and Excel for data entry and analysis. Ability and willingness to learn new skills, such as using in-house web publishing software, or professional use of social media, with appropriate training.

4. Basic design skills, and the ability to create effective publicity material.

5. The ability to learn new skills such as design packages and web content management systems.

6. Familiarity with social media platforms and ability to use these professionally and creatively in promoting careers and employability events to students.

7. Ability to communicate effectively, verbally, in writing, by telephone and via electronic media, with a high standard of spelling, punctuation and grammar and accuracy. This will include the ability to assist with the production of written reports, and to draft text for web pages and publicity materials.

8. Good interpersonal skills including the ability to communicate confidently and effectively with a range of audiences.

9. Excellent team-working skills, as well as the ability to work proactively and independently when required.

10. Ability to manage time effectively and be consistently punctual, reliable and flexible.

11. Ability to maintain the highest standards of professionalism, dealing with confidential and sensitive issues with integrity, discretion and impartiality, in accordance with university guidelines and the Data Protection Act.

12. Ability to travel to undertake duties at any University of Worcester site, or for occasional external events.

Desirable Criteria

1. Familiarity with Adobe In Design or other design packages.

2. An interest in the field of Careers and Employability.

Applications from Non EEA Workers:

Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.

Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at

Visit for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.

Unspent convictions, cautions and bind-overs

The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.

This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.

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