SGDP Reception Assistant

Queen's University Immigration Support Service (ISS) requires part-time Student Helpers to provide assistance with International Enrolment and Registration 2024.  These posts are available from an anticipated start date of week beginning 09 September 2024 to 11 October 2024. Hours will vary, but we anticipate to be able to offer 8-10 hours per week.

Main duties associated with this post:

Helping to set up a venue near the Student Information Point in One Elmwood to ensure the smooth running of the process. 

Queue management for BRP collection. 

General wayfinding for newly arrived students. 

Providing basic advice to students on the Immigration Document Check process, to prepare them for their appointment. Full training will be provided. 

Answering general queries from students.  

Refer more complex queries to the appropriate member of staff or department. 

Carry out any other duties which are appropriate to the post as may be reasonably requested by the supervisor. 

Registered students at Queen's University Belfast for academic year 2024-25 and for the full period that these posts are available. 

Completed at least one year of study at Queen's University Belfast. 

Will be required to attend mandatory training, date to be confirmed.

Strong organisational and time management skills, with the ability to work independently to meet deadlines and manage multiple tasks concurrently. 

Excellent interpersonal skills and the ability to develop good working relations with colleagues. 

Knowledge of the Immigration Document checking process for student visa holders would be an advantage.

About the Role

We are looking for a passionate candidate who can support process and service improvements within teams managing student enquiries, ensuring we are delivering a high-quality, supportive service to our diverse student population. Drawing on methodologies from process improvement, continuous improvement, and user experience data and feedback, you will help us deliver an inclusive and high-quality enquiry management service.

As a senior officer you will bring together different sources of business data, inclusive practices, and colleague expertise by working effectively with stakeholders across different teams, facilitating positive discussion and generating enthusiasm for change while championing the user voice in decision making.

You will be supported to develop your skills in process improvement and transformation methodologies and encouraged to take responsibility for your own performance and development, through agreeing clear objectives, maintaining professional awareness, participating in professional networks and reflecting on your own performance. 

This is an exciting opportunity for candidates looking to focus on the intersection between people, culture, processes, and technology in a challenging and complex environment, within a major higher education organisation.

We encourage applications from candidates who have experience from both within and outside of the Higher Education sector where they can demonstrate the skills needed to succeed in this role.

Key Responsibilities

• Assist in creating process maps and other documentation to support the identification of areas for improvement.
• Support the implementation of process improvements and transformations through effective change management.
• Collaborate with teams across the university to collect data, feedback and insights for process evaluations to ensure successful integration of new processes and improvements to existing processes.
• Participate in training sessions to develop a solid understanding of improvement tools and techniques.
• Provide support in maintaining records and documentation related to improvement projects.
• Assist in communicating progress updates to relevant stakeholders.
• Act as a champion for process improvement and transformation work alongside the student enquiries team, contributing to its continuous development.

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.

Our Expectations

There are a number of duties and responsibilities that we ask all employees to be familiar with and adhere to.

We ask that the successful candidate:

• Positively contributes to an environment at King's that truly represents our Principles in Action and where every individual feels safe, secure and supported.
• Always complies with the requirements of health and safety regulations to ensure their own wellbeing and that of their colleagues.
• Has an understanding of sustainability, including its impact on the University and the work we do, and engages in sustainable practices in the workplace.
• Ensures they are working in a safe environment, where they comply with our Health and Safety regulations and ensure confidentiality, only releasing confidential information obtained during the course of employment to those acting in an official capacity.
• Complies with Kings protocols on the appropriate use of telephone, email and internet facilities.

Equal opportunities

Equality, Diversity & Inclusion are central tenets of King's Vision 2029 which sets out the roadmap for King's ambition to provide an exceptional student experience and to be an employer of choice. Integral to this is ensuring equality of opportunity and outcome, recognising, celebrating and improving our diversity and inclusion. 

As a responsible employer we aim to provide and promote a positive working, learning, and social environment which is free from prejudice, discrimination and any forms of harassment, bullying or victimisation. Our commitment to inclusion means that King's aims to create an environment where differences are not just respected, but also valued and celebrated. Everyone should be able to bring their whole self to King's. 

All King?s students, staff and affiliates are responsible for meeting these commitments to value diversity and create an inclusive environment. King's will support and equip all members of its community to do this, embedding inclusion throughout the university's policies, procedures, and practices.  

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Essential

Relevant work experience and/or education.

An interest and experience in process improvement, and an eagerness to learn process improvement and transformation methodologies such as Lean or Six Sigma concepts.

An analytical mindset, you will have the aptitude and desire to learn the tools used to gather and manipulate data so that it can be interpreted by yourself and others.

Excellent oral and written communication including the ability to present straightforward and more specialised information to a range of different audiences.

Ability to establish and proactively build professional working relationships with other teams and stakeholders, and to help build enthusiasm for and effectively manage positive change.

Experience of taking responsibility for your own decision making, resolving problems that arise, consulting with others where required with diplomacy and tact.

Commitment to equity, equality, diversity and inclusivity in your own learning and ways of working and ensuring any specific training needed for your role is undertaken.

Desirable

An understanding of Lean Six Sigma

Job Description:
Supporting the Nightingale Student Hub in the Florence Nightingale Faculty of Nursing, Midwifery and Palliative Care's Programmes Team with welcoming students into the new academic year, You will work across the team to carry out a variety of tasks, as outlined below. This is a hybrid working role involving two days each week on our Waterloo Campus, and three days of remote working - please note, some weeks of this assignment may involve additional in-person activities which will require you to be on campus more than twice a week for those weeks. Please note this is a full-time post. 

Duties:
- Maintaining registers of attendance for student training and sending email chasers/rebooking students who missed sessions/have sessions outstanding. - Supporting in-person handouts of student equipment (such as uniforms and booklets). - Arranging uniform swaps and exchanges (receiving students' requests and assigning new uniform items to them as required). - Updating a catalogue of short courses with information as required and making this available to students. - Updating the Moodle site (KEATS) with information as required. - Collating information from forms completed by students and sending email chasers to those who have not completed by a set deadline. - Checking and cleaning data for input into a student records system (SITS). - Supporting the processes around student interviews (sending calendar invites, liaising with academic staff and the Admissions team). - Updating various Excel spreadsheet trackers with student information (related to areas as above, such as training, uniform collection, student interview information, and more). - Triaging shared mailboxes and responding to queries from students and academic staff (queries related to specific areas as above). 

Location:
3.15 JCMB, Waterloo

 

N/A

1. Excellent written and oral communication skills including the ability to draft documents and correspondence 2. Excellent organisation and time management skills 3. Strong numeracy skills and ability to analyse numerical data 4. Excellent working knowledge of Microsoft Office packages and the ability to work on new systems 5. Methodical, detail oriented and flexible approach to work, maintaining a high level of accuracy 6. Ability to work with a broad range of stakeholders in a professional and assured manner 7. Proactive with the ability to work independently as well as delivering within a team 8. Strong commitment to putting students first, with a customer-service focus, a commitment to personal accountability and continuous improvement 9. Comfortable with adapting to change, driving own professional development 10. Commitment to equality and diversity in the workplace