Programme Assistant – Education, Training and Employment

About the role

As part of our Education, Training and Employment (ETE) Programme, the Programme Assistant will be responsible for all administration required for the smooth running of the area’s service delivery.

The post holder will work closely with the Programme Manager in all coordination required with ESOL teacher and Employment Support Worker for service delivery, setting up courses and events, organising learner enrolment, promoting events and as required. With a focus on both administration and evaluation, the Programme Assistant will contribute significantly to the effectiveness and impact of our ETE programme.

Key duties & responsibilities

1. To carry out administrative tasks required in the delivery of high-quality ESOL courses and conversation classes in a community setting by:

• providing administrative support to ESOL Teachers in the delivery of English lessons to a range of classes and age groups (18+)

• coordinating registration and assessment processes for ESOL Courses

• coordinating deposit fee receipt, tracking and reimbursement

• maintaining high levels of quality assurance, including ESOL course evaluation and outcomes measurement

• liaising with ESOL Teachers for the adequate maintenance of the ESOL Programme bank of resources and materials

• participating in the improvement and development of administrative systems and tools (e.g. Welcome Pack for students)

2. To manage learners’ life cycle from outreach and registration/admission to course completion/leaving through:

• editing the ESOL classes flyer to reflect initial assessment dates and coordinating their promotion on different platforms

• dealing with learners' queries and following complaints procedures

• ensuring good communication and regular follow-up on students' unjustified absences to maintain engagement and encourage completion of ESOL courses

• ensuring learners receive all relevant and updated information about their ESOL course and conversation classes in due time

• regularly promote drop-in conversation classes among students 

3. To work against individual and team targets set in accordance to contract requirements evidencing:

• the accurate, timely and complete records of ESOL courses and conversation classes according to funders' requirements and in compliance with IRMO's Data Protection Policy as well as any other relevant policies and procedures

• the adequate maintenance of monitoring and evaluation tools used to track the progress of the different project activities in due time as requested by your line manager

• the implementation of delivery plans to meet targets as planned 

4. Other responsibilities:

• to make internal and/or external referrals and signposting learners in response to their needs and whenever relevant in accordance with adequate referral pathways, policies and procedures

• to support ESOL teachers and volunteers with any administrative tasks required in their delivery (e.g. Zoom links, attendance registers, etc.)  

• to support the Programme Manager and Employment Support Worker in the administration of trainings and courses as required

• to organise workshops, group sessions and/or community coffee morning activities as required, as well as support with administration

• to attend regular supervision sessions, staff and team meetings

• to take on training and development opportunities in accordance with your individual training and development plan 

• to undertake any other work, consistent with the purpose of the post, as required

• to deliver all aspects of this job description in adherence and compliance with IRMO's Policies and Procedures

• to actively promote IRMO's activities and services, acting as an ambassador of the organisation

• to participate in internal and external meetings, and collaborative learning and evaluation sessions with partner organisations as required

Person specification

E = Essential - D = Desirable

Qualifications & Experience

• at least six months of experience in a similar role (E)

• at least six months of experience working or volunteering in the non-profit  sector (D)

• experience in organising, prioritising and managing your time effectively (E)

• experience in using monitoring and evaluation tools, processing data and contributing to impact reports (D)

Skills & Abilities

• strong interpersonal skills to help you relate to learners, teachers, programme managers and colleagues in other areas (E)

• excellent communication skills in English and Spanish (E)

• good communications skills in Portuguese (D)

• team working skills and the ability to work without supervision (E)

• excellent planning and organisation skills (E)

• competence in Google Workspace and online video conferencing tools (Zoom, Skype, Google Meets) (E)

• IT skills in areas such as word processing, spreadsheets, databases and the internet as well as using social media (E)

• the ability to deal positively with change (E)

• excellent attention to detail (E)

Knowledge & Understanding

• knowledge of confidentiality when working with student records (E)

• understanding of issues facing Latin American migrants in the UK (E)

• understanding of safeguarding (E)

• knowledge of the UK not-for-profit sector (D)

Personal Attributes

• a friendly and confident manner (E)

• professional and positive attitude (E)

• self-motivation and resourcefulness (E)

• a flexible approach to work (E)

• commitment to applying a non-judgemental, non-discriminatory and non-hostile approach when dealing with migrant communities (E) 

• welcoming and empathetic approach to work that takes into account people's circumstances and feelings (E)

• commitment to IRMO's mission, vision and values (E)

Other requirements or conditions of the role

• you might be requested to support the delivery of ESOL courses on Saturdays

• this job description outlines the current main responsibilities of the post, however, its key duties and responsibilities may change and develop over time and the job description may be amended in consultation with the post holder