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JOB SPECIFICATION: OFFICE ADMINISTRATOR (FINANCE & QUALIFICATIONS) - PART TIME ROLE ONLY

The Institute of Tourist Guiding is looking for a motivated, enthusiastic individual to provide high quality administrative support to the Institute's Committees, President and Operations Manager. You should have at least 2-3 years of finance/administrative experience. You will need to have a strong work ethic, be able to follow procedures clearly but also be able to use your initiative and to work without supervision. You should be highly literate and numerate with an excellent telephone manner. As the Institute has a small number of staff you will also need to be flexible in taking on different tasks within the office. Occasional overtime may be required.

The Office Administrator (Finance & Qualifications) is responsible to the Operations Manager for the smooth and efficient day to day operation of the Institute office and the maintenance of all financial and examination records.  The Office Administrator (Finance & Qualifications) is expected to be well organised and be able to work independently in the execution of regular duties.

Duties include:

Finance

1.            To maintain the Institute's Accounts using Sage Accounting Software, including specifically to:

  • Generate Invoices for Fees and Sales of Learning Aids
  • Process all incoming payment relating to Invoices for Accreditation, Registration, Candidate Examination Fees, Language Examinations, Workshops, Seminars and Events.
  • Process all incoming payments relating to sale of Learning Aids and Badges
  • Process all incoming subscription payments, including Direct Debits.
  • Process all incoming receipts associated with Continuing Professional Development (CPD) events Process all incoming receipts associated with the Institute's Annual General Meeting
  • Regularly bank all incoming payments
  • Chase and monitor all outstanding sales invoices
  • Issue receipts for payments received
  • Receive, check and process all invoices from suppliers
  • Receive, check and process all expense claims from volunteers
  • Receive, check and process all Examiners' fees.

To deal with incoming correspondence from Suppliers, Students, Examiners, Training Providers and Programme Directors regarding financial matters.

To supervise the Institute's Badge Stocks by:

  • Re-ordering of blank badges from the manufacturer,
  • Liaising with the badge engraver and ordering new badges
  • Checking the quality and accuracy of badges supplied to the Institute.

To package and despatch orders for Learning Aids.

5.            To assist the Treasurer in the preparation of Financial Reports for the Board of Directors.

Qualifications Administration and Communications

1.            Under the direction of the Operations Manager to book or appoint:

  • Examination Rooms
  • Compilers, Moderators, Invigilators and Examiners.

2.            Under the direction of the Operations Manager to:

  • Process Candidate Applications
  • Send out information to Examination Candidates regarding Exam arrangements.

3.            Under the direction of the Operations Manager to:

  • Prepare Examination guidance materials
  • Prepare Candidate Examination materials.

 4.           Under the direction of the Operations Manager to:

  • Notify examination results to Candidates
  • Notify examination results to Programme Directors
  • Prepare Certificates and make arrangements regarding award ceremonies.

5.            Under the direction of the Chair of the Qualifications Board and the Operations Manager to:

  • Maintain the examination and accreditation handbooks at Level 4, Level 3 and Level 2.
  • Maintain and keep up to date Accreditation Register of Course Providers and Trainers
  • Maintain and keep up to date the Examinations Register of Examiners, including Language Examiners.

On the instruction of the Operations Manager, to update the website with new or updated information relating to Institute finance and qualifications.

6.            Under the direction of the Chair of the Qualification Board and the Operations Manager to maintain systems that ensure the Institute of Tourist Guiding is compliant with the Regulations and Conditions set out by OfQual.

To provide general assistance and backup to the Operations Manager as instructed.

7.            In the absence of the Office Administrator (Membership & Communications) and under the instruction of the Operations Manager, to assist in covering his/her tasks by:

  • Answering telephone, email and fax enquiries.
  • Receiving, opening and responding/distributing mail and other correspondence.
  • Maintaining files and filing system; maintaining all stationery supplies.
  • Recording all incoming mail (email or postal) and forwarding this as necessary to other staff, Officers, Directors and/or committee members for action, and ensuring action is completed.
  • Organising and recording all outgoing correspondence, and ensuring replies are received when necessary.
  • Providing office support to Committee Chairs, including membership contact details and the distribution and central filing of committee papers including Minutes for: the Qualifications Board, Examinations Committee, Accreditation Committee and Language Committee.

Please apply by sending your CV and cover letter to: vacancies@itg.org.uk

Closing date for applications Monday 24th February 2014

 

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