We are currently recruiting for an QA Team Administrator for a 9 month contract.
This role is currently a home-based role due to Covid-19 restrictions, but will be based in the Oxford office.
To apply, please send a CV and covering letter plus details on your current salary to HRsupport@actuaries.org.uk before the closing date of 28 February 2021.
Purpose of Job
Contributing to the development and delivery of the Engagement and Learning directorates' strategic objectives, the Quality and Assessment Team Administrator is responsible for
- Providing key administrative support to the Quality and Assessment team in a timely, effective and efficient manner
- Providing key administrative support, where appropriate, for all relevant meetings and their participants
- The team has oversight of a network of over 400 external personnel (examiners, assessors and committee members etc.) without whom the IFoA would not be able to carry out its academic responsibilities.
- To ensure that over 16,000 candidates can sit an assessment twice a year to become an Associate or Fellow of the IFoA, the team has responsibility of the development around 24 subject syllabuses and Core Reading along with 72 assessment papers, which have to meet the required competency standards.
- There are over 3,000 exemption applications made year of which around 30% require significant further review by the Quality and Assessment team.
- The team have to audit the practical work experience that each individual has to complete as part of their requirement to becoming an Associate or Fellow of the IFoA. There are around 16,000 student members of the IFoA who are required to complete this annually.
- This role supports all of the staff within the Department, ensuring approaches to recruitment, inductions, holiday cover, sickness cover and travel, adhere to IFoA HR and other policies where appropriate and that all relevant internal and external meetings are organised appropriately.
- There are a number of annual meetings that the IFoA Assessment and Quality team have responsibility for, including the Education Committee, Board of Examiners and student forums. These meetings require planning and co-ordination in addition to compiling and collating relevant agenda and papers, booking rooms, setting up conference calls, preparing and distributing minutes.
- Responsible for organising quality and assessment internal and external meetings including booking meeting rooms, organising conference calls, advising attendees and other associated administration/hospitality.
- Supporting the operations of the key meetings including Education Committee, Board of Examiners and student forums. Preparing the agenda in advance and take accurate minutes that reflect the discussions held and follow up on any actions prior to the next meeting.
- Supporting the administration for the key external groups involved in the delivery of the Quality and Assessment team objectives.
- To arrange and manage travel for the quality and assessment team (where appropriate) and manage the diary of the Head of Quality and Assessment.
- To support the quality and assessment management team by working with colleagues in HR to ensure that all recruitment, induction and resignation policies are implemented in a consistent manner. To set up induction meetings, ensure that IT and office space is available and any leavers are removed from appropriate distribution lists as well as supporting training and development sessions.
- To support the function of the quality and assessment team by collating and maintaining key documents.
- To support the team during periods of peak activity to ensure that customers of the IFoA quality and assessment services are not disadvantaged and receive an excellent level of customer service.
- To provide other support that may be reasonably requested by the Head of Quality and Assessment.
- Head of Quality and Assessment
- Head of Assessment
- Quality and Assessment team
- Engagement and Learning employees
- Chair of Education Committee
- Chair and Deputy Chair of Board of Examiners
- Examining teams
- Module Teams
- The post holder has to work on own initiative to undertake a variety of tasks.
- The post holder has to act as a point of contact for internal and external enquiries for the Head of Quality and Assessment and Head of Assessment. They are expected to initiate action where appropriate and refer only as necessary to senior managers.
- Set up meetings, co-ordinating availability of attendees, deciding on dates, locations and catering as necessary. Inform attendees and prepare and send out relevant papers and minutes.
- The post holder will often be the first point of contact for people wishing to the speak to the senior staff in the team and therefore tact, diplomacy, discretion, confidentiality, patience and the ability to interact and communicate with a wide range of stakeholders is essential.
- The post holder will undertake a variety of work, from day to day short term administrative tasks such as dealing with queries, drafting correspondence and minutes to longer term tasks.
- The post holder has to be prepared to be flexible and adaptable in order to ensure that the priorities of the team can be met.
As a key team within the Engagement and Learning directorate, Quality and Assessment provide the assurances that those acquiring the IFoA Associate or Fellowship qualification have met the required standards and are fit for purpose. The Quality and Assessment team administrator plays a key supporting role in this area managing a wide ranging portfolio including: supporting the team to allow enable everyone to make the most effective use of their time, provide key support in organising all of the Quality and Assessment internal and external meetings, and prepare agendas and papers in advance of the meetings and minutes or notes after the meetings. Any errors relating to the assessment area are very high profile and tend to attract attention from high level committees and volunteers and, potentially, external stakeholders such as the FRC and employers.
Knowledge and Experience
- Strong communication skills with the ability to develop effective relationships at all levels and the ability to seek cooperation from busy colleagues
- Ability to work independently and as part of a small team
- Ability to work in a flexible proactive way, supporting colleagues across the team as necessary
- Discreet and diplomatic in the handling of confidential and sensitive information
- Able to maintain high levels of accuracy and a calm, methodical approach while working under sustained pressure at times
- A high standard of organisational skills including the ability to work effectively to achieve tight deadlines
- Experience within a professional body or higher education provider
- Evidence of commitment to professional development
- Working with volunteers
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