Administration/Clerical – Grade 4 (Admin & Clerical)
About the Role
We are seeking a reliable Administration/Clerical Officer to provide front-of-house, customer service, and general administrative support at Old Hall, Cowbridge, Vale of Glamorgan, CF71 7AH. This role will involve supporting learners, visitors, tutors, staff, and community groups, maintaining accurate learner and course records, processing financial transactions, and assisting with the smooth running of Adult Community Learning activities. The ideal candidate will have strong organisational skills, excellent attention to detail, good communication and customer service skills, and the ability to manage multiple administrative tasks while working independently and as part of a team.
Key Responsibilities
- Provide front-of-house and general administrative support, including reception, telephone enquiries, photocopying, and student record keeping
- Act as the first point of contact for learners, visitors, tutors, staff, and community groups, providing a welcoming and professional service
- Enrol learners and provide accurate information about courses, activities, and community programmes
- Process enrolment forms and update learner information on the MIS system
- Support course administration, including registers, transfers, withdrawals, course closures, and course viability checks
- Assist with learner progression monitoring and the preparation of statistics and reports
- Provide administrative support to tutors, staff, and the Learning Development Office
- Process course, room hire, and activity payments by cash or card, and complete relevant banking and financial records
- Raise purchase orders, receipt goods, process invoices and petty cash, and assist with account reconciliation
- Book external venues, manage room bookings, and support related invoice processing
- Maintain course files, registers, evaluations, course information, equipment records, and inventory systems
- Support activities at Old Hall, including the gallery, pop-up shop, and community group activities
- Contribute to community engagement and promote learning programmes through events and social media content
- Respond to enquiries and complaints, resolving issues where appropriate and escalating matters when required
- Monitor staff timecards and collate tutor hours
- Order resources, maintain centre displays, and assist with special events
- Support income-generating initiatives and monitoring of Adult Community Learning activities
- Open and close the centre when required, including working every other Saturday
- Follow Council policies and procedures relating to finance, equality, health and safety, safeguarding, and environmental responsibilities
Skills & Experience Required
Must-Have Requirements
- Strong administrative and organisational skills
- Good communication and customer service skills
- Ability to work confidently with learners, visitors, tutors, and community groups
- Accurate approach to data entry and record keeping
- Ability to manage multiple tasks and meet deadlines
- Good attention to detail, particularly when handling financial and learner records
- Ability to work independently and as part of a team
- Willingness to work the stated hours, including evenings and Saturdays
- Commitment to equality, safeguarding, health and safety, and Council procedures
Nice-to-Have Requirements
- Previous experience in an administrative or front-of-house role
- Experience working within education, adult learning, or a community setting
- Experience using MIS or similar learner management systems
- Experience with financial administration, including payments, invoices, or purchase orders
- Experience using Oracle Fusion or similar financial systems
- Experience supporting events, community activities, or social media promotion
- Knowledge of Council or public-sector procedures
Working Arrangements
Contract: 24 weeks, temporary contract
Working Pattern: 21 hours per week, term time only (39 weeks per year)
Monday: 9:00am – 1:00pm
Wednesday: 9:00am – 3:30pm
Thursday: 4:30pm – 9:30pm
Saturday: 9:30am – 3:30pm
Start Date: ASAP (target start date: 7 September 2026)
Rate: PAYE: £13.45 per hour
Location: Old Hall, Cowbridge, Vale of Glamorgan, CF71 7AH, United Kingdom
Job Ref: OR113053
Job Types: Full-time, Fixed term contract
Pay: £13.45 per hour
Application question(s):
- Do you have experience using computerised systems such as MIS, databases, Microsoft Office, or similar administrative systems?
- Do you have experience providing customer service or dealing directly with learners, visitors, customers, or members of the public?
- Do you have experience maintaining accurate records, entering data, and managing confidential information?
Experience:
- Clerical: 1 year (required)
- Administrative: 1 year (required)
- Secretarial: 1 year (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
