Placement and internship administration assistant

The Careers Service has a vacancy for a Placement and Internship Administration Assistant who will provide efficient, professional administrative support to the Placement and Internship Unit, working closely with the Placement and Internship Advisers (PIA’s) on a day-to-day basis in the delivery of the service’s experiential learning schemes. The role will include managing the schemes various inboxes, liaising professionally with students, employers, alumni and internal staff, monitoring and keeping up to date information across the schemes, facilitating the set-up of employers onto the College’s financial systems, and providing analysis of engagement with the schemes as required for reporting purposes and evaluation. In addition, the Placement and Internship Administration Assistant will collaborate closely with members of the wider Careers Service team to ensure the delivery of a quality service to all users and support the work of the wider Careers Service when needed. The Careers Service works to ensure Imperial College students maintain an edge in their employability and career planning by offering a wide range of exclusive scheme and services including one to one and group advice sessions. Duties and responsibilities The role is varied, and you can expect to undertake a range of activities including: PIA Scheme Administration Providing support to the PIA’s to ensure the smooth administration of the experiential schemes including; Alumni Mentoring, Work Shadowing, SME Internship Programme, and the Professional Project Fund. Management of the Placement and Internship Unit email inboxes – answering enquiries and triaging enquiries to the PIA’s. Supporting the delivery and administration of information sessions/workshops and induction events. Liaising with suitable internal finance departments to assist in the processing, onboarding and recording of payments for employers engaged with relevant schemes Reporting and Analysis Updating and monitoring spreadsheets keeping accurate up to date information across all the schemes. Assisting with analysing and reporting on the various schemes in a clear and concise manner Assisting with interpreting data and analysing results to inform current and future provision Monitoring and tracking the engagement with the schemes via JobsLive General Providing occasional information desk cover acting as a first point of contact for students and visitors to The Careers Service. Maintaining general office administrative systems, including word-processing, copying, filing, and distributing post as necessary to support the efficiency of the office. Working in a small team and supporting their work as and when required Keeping professionally up to date e.g., through AGCAS (The Association of Graduate Careers Advisory Services). Essential requirements You will have experience of working in an administrative area with a strong background in financial systems. You must possess excellent communication and organisation skills, have excellent attention to detail with a flexible approach to working with and supporting a small team. Further information The post is part time, 0.6FTE, and will be based in London. There may be occasion when late evening working or travel to our other campuses is required. It is intended that the successful candidate(s) will start at the bottom of the advertised pay scale. In-person Interviews: Friday 10 November, Interviews will be held in-person, on our South Kensington Campus. Shortlisted candidates will need to make themselves available on this date. Please apply via our on-line recruitment system and please note: *CVs WILL NOT FORM PART OF THE SELECTION PROCESS. PLEASE LIMIT YOUR PERSONAL STATEMENT TO NO MORE THAN 3 PAGES OF A4 EQUIVALENT* For an informal discussion about the role please contact Robert Carpenter – Employer Liaison Manager - [email protected] Hybrid working may be considered for this role. Staff working in roles that are suitable for hybrid working will normally be expected to work 60% of their time onsite. The opportunity for hybrid working will be discussed at interview. More information is available on the following web page: Work Location Categories (from 30 September 2023) | Administration and support services | Imperial College London Documents Placement and Internship Administration Assistant.pdf