CLEAR Learning Team Admin Volunteer

VOLUNTEER ROLE DESCRIPTION

 

JOB TITLE: Learning Team Admin Volunteer

RESPONSIBLE TO: Learning Team Administrator and Lead Admin Volunteer

LOCATION: CLEAR Office 2 James Street SO14 1PJ

TIMINGS:

Volunteers sign up to a weekly 4 hour session on a day of their choice from Tuesday-Friday from 9.30-3pm. The same day each week is expected and we offer £3 towards lunch. A 3 month commitment is preferable.

MAIN PURPOSE OF ROLE:

To provide administrative support to the CLEAR Learning Team. Duties will be selected from the following range of tasks.

 

TASKS:

Administration tasks:

  • Data entry
  • Scanning documents onto Advice-Pro
  • Compiling and updating registers electronically
  • Enter learners’ data accurately into the CLEAR online Learner Database from enrolment and enquiry forms
  • Update Advice Pro and class files with new or missing information
  • Keeping ESOL Volunteer classes registers up to date on Word or Excel
  • Tracking of learner absences and attendance
  • Amend existing data to new information accurately, e.g. when someone changes their address or telephone number
  • May be asked to help on exam days
  • Check exam certificates and contact students to collect
  • Assist administrative tasks around collecting information for Southampton City Council or exam boards.

Other

  • Assisting with admin at training events
  • Ad hoc duties, including washing up, tidying up, shredding, photocopying and other general duties
  • Assist the learning team during exams

Person specification

Essential:

    • Excellent communication skills, in written and spoken English

 

  • Previous experience in an administration role

 

    • Computer literate with excellent knowledge  and skills of Microsoft office
    • Experience of working in an office environment (any country)
    • Reliable
    • Organized and calm
    • Able to use own initiative within given boundaries
    • Excellent attention to detail
    • Able to maintain client confidentiality
    • Pleasant attitude

 

  • Good teamwork skills

 

  • Able to commit one day a week for 4 hours
  • Able to sit at a computer for long periods of time
  • Able to work in a busy office with distractions
  • Able to query discrepancies in data and problems with systems

Desirable:

 

  • Good numeracy skills
  • Willingness to phone clients and volunteers for various tasks such as inviting to courses.
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