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Executive Support Senior Administrator
Whiteknights Reading UK

Job reference: JTR00187

Location: Whiteknights Reading UK

Closing date: 13/01/2019

Job live date: 03/01/2019

Salary: £12.94 per hour plus holiday pay

Employment type: AAS-Clerical

Department: Student Services

Division: ICMA Centre

Hours per week: Full time

Employment Basis/Type: Fixed Term for 3 months

The role holder will provide maternity cover for the current executive support administrator. This involves providing administrative support and assistance in relation to the provision of ICMA Executive Education. You will be based in the ICMA Centre at the University of Reading, reporting to the Head of the Centre, but will liaise with staff at the ICMA Association Ltd in London. The ability to travel to London for meetings and occasionally to work there is an advantage.

This position will be administered by the University’s Campus Jobs Service and is only open to non-students.

Duties include:

Co-ordination of efficient systems to administer courses, examinations, feedback and other quality control mechanisms for all Executive Education programmes provided by ICMA.

In collaboration with professional trainers, be responsible for producing and distributing high quality module materials for executive education programmes, including contacting candidates with instructions for accessing electronic materials and provide administrative support in advance of the course taking place.

Ordering and delivering collateral needed for individual candidates and course venues around the world as required, to include management of the logistical arrangements and communication with candidates, venues and course tutors.

Managing course registrations through the online platform.

Producing and processing invoices to candidates and where required issuing appropriate discounts.​Producing monthly accounts and financial reports for submission to ICMA.

Producing and distributing certificates in collaboration with ICMA.

Making editorial amends to presentations and marketing materials.

Sourcing global venues for Executive Education programmes and regular liaison with these external providers to arrange accommodation and examinations.

Taking responsibility for the co-ordination and payment of travel bookings for professional trainers and ICMA Executive Education staff. Ensuring all bookings adhere to the university’s travel and expenses policy.

Taking responsibility for the payment of external suppliers using the university’s financial system Agresso. Ensuring these systems are collated and reconciled on a regular basis.

Managing the examination processes through the primary exam provider Pearson Vue and a number of other independent global venues to ensure that all Excellentexaminations processes are run effectively and to the required standards

Producing course evaluations, collating results and providing feedback to the course tutors. ​Providing regular and professional communication with candidates and ensuring that staff at ICMA are also kept informed

Ensuring that all records, both in paper and electronic database format, are maintained accurately and in a timely fashion and having responsibility for maintaining archive records.

Taking responsibility for the maintenance of ICMA Executive Education pages on the ICMA Centre website.

Maintaining accurate course content and responding to candidate queries and through online learning platforms.

Liaising with various offices across Henley Business School and the University of Reading to ensure adherence to all administrative and financial procedures and policies.

Maintaining good working relationships with all external contractors, corporate customers and partnership organisations.

You will have:

  • Excellent communication skills

  • Experience of working with a range of stakeholders

  • IT competence including the use of MS Office products

  • Attention to detail

  • Educated to A Level standard

Desirable Criteria:

  • A good degree

  • The ability to manage competing priorities

  • Awareness of procurement and invoicing procedures

If you have any questions about the role, please contact a member of the Campus Jobs Team by calling 0118 378 4499 or emailing

Applying for the role

To apply for this role, you will need to complete a short application form. At the end of the application form, there will be a box for you to fill in called 'Application Supporting Statement'. In this section, please explain why you think you are the most suitable candidate for the role and make reference to the below questions:

  1. Please give an example of a time when you have picked up a project at short notice.

  2. Which IT systems are you familiar with?

  3. Please detail any previous experience you have had this is relevant to this role.

  4. Why are you suitable for this role? Please pay attention to the essential and desirable criteria and the duties required.

The University is committed to having a diverse and inclusive workforce, is a Stonewall Diversity and Global Diversity Champion, and supports the principles of the Race Equality Charter and Athena SWAN.  Applications for job-share, part-time and flexible working arrangements are welcomed and will be considered in line with business needs.

Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. However, non-EEA candidates who do not already have permission to work in the UK should note that this role is not recognised as a graduate level job by UK Visas and Immigration and the Tier 2 sponsorship route is not available for non-graduate level occupations. There is further information about this on the UK Visas and Immigration Website.


The closing date for this job has now passed.


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