GBP 4271 Employment Services Support Officer (Events & Internships)

Job Description

A graduate is required for Employment Services, Student Employability & Academic Success (SEAS), University of Exeter. The post involves supporting the delivery of graduate recruitment events and internships administration. This GBP role is available until from end of May 2018 until 30/6/2019.

Main Purpose of Role:

  • To ensure delivery of professional, helpful and timely administrative support within Employment Services Team (ES); this covers graduate recruitment, internships, part time and casual vacancies, mentoring and global recruitment.
  • To assist the team to develop relationships with local, regional and national employers, institutions, Alumni, internal Colleges and Services for the benefit of the University and its students and graduates.

Main duties and responsibilities

Graduate Recruitment

Provide administrative support for Graduate Recruitment in particular for Fairs, Presentations, Mock Interviews and Recruiter in Residences. This will include:

Fairs – Assist with the organisation of the careers fairs in discussion with the Employment Services Operations Officer (ESOO) and the Employer Liaison Officer (Graduate Recruitment).  You will play a key role in supporting the arrangements for the Law Careers Fair and provide ad-hoc support for the Careers & Placement, STEM Careers and Summer Recruitment Fair.  For the Law Careers Fair this will include: managing the booking system on My Career Zone (the University’s Careers portal); making relevant room bookings; liaison with employers about their booking and fair requirements; compiling text for the brochures; marketing the events and supporting the ESOO with invoicing etc. You will attend regular planning meetings and keep appropriate records on where activities are at along with contributing to discussions on suggestions for improvements after each Fair.

Events – The Employment Services team run a range of events including employer presentations, mock interviews, skills sessions, showcases/drop ins, and recruitment testing/interviews. Administrative support will be required with this and will include:

  • Recruiter In Residence – Liaising with the companies to obtain details regarding their event. Keep accurate files on each event ensuring appropriate space and any other requirements and equipment are booked, that they are appropriately advertised and details recorded on the central timetable, and preparing and sending the booking contract.
  • Employer Presentations and Mock Interviews - Assist the Employment Services Operations Officer with arrangements for employer presentation events, ensuring rooms and any other requirements are booked, that they are appropriately advertised, and ensure details are recorded on the central timetable, and preparing the booking forms.
  • Hosting - Act as host for a range of employer events, ensuring the room has been set up appropriately, meet and greet the employer, direct students and ensure their student cards have been scanned.  Upload scanner data ensuring students who didn’t turn up have been marked as unattended.
  • Invoicing for events – ensure relevant event and employer activity invoicing information is collected and recorded accordingly.
  • The post holder will also be expected to provide some support in relation to graduate recruitment events being video conferenced to the Penryn campus in Cornwall, including arranging video conferencing and uploading details on My Career Zone.  This will be in conjunction with the Employment Services staff in Cornwall.

Covering the employer-facing graduate recruitment email account with the Careers Support Officer (graduate recruitment).  You would be expected to respond to enquiries in a professional manner providing information on how employers can engage with us and signposting accordingly.

The post-holder will also be expected to provide some support on managing graduate recruitment data (including attendance data) and finance record keeping.

Advertising and Posters – Support the team with regard to poster bookings in the Careers Zone, in particular arranging for the printing of the posters, ensuring they are put up and taken down on the correct dates, accurate records are kept of the bookings and liaising with the ESOO so ensure companies are invoiced appropriately.

Social Media - Take a lead role on undertaking social media for your area of graduate recruitment events.

Employer Forum – Support the Employment Services & Placements Manager to arrange the annual Employer Forum in Exeter.  In addition to this, also provide support for the Cornwall event when it occurs.

Employer Visits – Support the Employer Liaison Officer (Graduate Recruitment) circulating employer visit opportunities to graduate recruiters to the wider SEAS team, logging interest and following up with the employers.

Internships

Provide administrative support for our Internships Schemes in particular Student Business Partnerships (SBP), Graduate Business Partnerships (GBP) and Student Campus Partnerships (SCP).

Duties may vary but will include:

  • Support the advertising and promotion of internship vacancies on external sites.
  • Covering, in the absence of the Internships Administrator, the Internships generic email which has mainly enquires from students and graduates.  You would be expected to respond to enquiries in a professional and supportive manner providing information on how the schemes work, eligibility and the procedure, should they wish to apply for an internship.
  • In the absence of the Employer Liaison Officer (Internships & Mentoring)/ESOO highlight the main details the Internship schemes with interested companies detailing benefits to them and how the scheme works should they wish to have a student/graduate and then passing the details onto the Employer Liaison Officer (Internships & Mentoring) to follow up.
  • Assist with the arrangements of the training events, along with the other Employment Services Support Assistant, ensuring everything runs smoothly.
  • Administer the Internships Follow-Up process then take this on once the Student Worker has finished in post.
  • Provide support in preparing GBP external invoice requests and keeping finance records.
  • Provide support in inputting vacancy application data.
  • Provide support in updating the employer contacts and researching new employers.
  • Take a lead role on undertaking social media on the alumni Facebook and LinkedIn pages, and provide support on other platforms and account as required.

General Team Support

Contribute to an efficiently run office in terms of provision of equipment, stationery and working environment. In particular:

  • In the absence of the Careers Support Officers, order stationery ensuring that stock levels are appropriate for the needs of the team.
  • Ensure, where necessary, parking spaces are reserved for visiting employers.
  • Raise purchase orders as required.
  • In the absence of the Careers Support Officers and ESOO, undertake any urgent administrative support.
  • Respond to enquiries (in person, by telephone or email) from staff, students, visitors in a professional and customer focused manner
  • Assist colleagues in the team with other activities, particularly at times of peak demand.
  • Undertake training and development as appropriate to the post.
  • Covering generic email boxes during staff absence.

Carry out any other duties and projects as required by your Line Manager, commensurate with the level of the post. 

Person Specification

Essential Candidate Criteria:

Qualifications

Degree from a UK University in last 3 years.

Experience (Essential)

  • Experience in an office/administrative environment.
  • Computing, word processing, database and spreadsheet experience, particularly Microsoft Office.
  • Experience of using social media (Facebook, LinkedIn and Twitter), ideally in a society/work related/professional context.
  • Experience of customer services.
  • Experience of event organisation.
  • Experience of communicating with a wide range of audiences.

Skills / Qualities (Essential)

  • Highly organised, as the ability to keep on track with a wide range of events is essential.
  • The ability to plan and prioritise own work, particularly when there are competing deadlines.
  • Able to work effectively under pressure and multi-task without compromising attention to detail.
  • Excellent communication and interpersonal skills and ability to work successfully in a small team.
  • Creative and innovative.
  • Flexible and able to work a few evenings during the autumn term due to event hosting.
  • Good IT skills - should be comfortable with IT (Excel and Word) and able to learn new systems quickly.
  • Able to work autonomously, without constant direct supervision but also able to recognise when to ask for guidance.
  • Problem solver with a can-do attitude.
  • Commitment to equal opportunities.

Other requirements

  • Right to work in UK for the duration of the internship.

Closing Date: 07/05/2018

Interview Date: 22/05/2018

Start Date: late May/early June 2018

End Date: 30/06/2019