Academic Administrator

Location: Remote (Plymouth area based, occasionally working from Plymouth office)
Hours of work: 16 hours per week, four hours a day (Tuesday through Friday)
Salary: £24,000 pro-rata
CLOSING DATE: Sunday, 14th April
Please apply with a CV and covering letter to Lindsay.smith@ifeat.org.
We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.
Initial interviews will be held remotely. Final interview will be held in person in Plymouth.
Working from home, your role will involve providing administrative support and coordinating academic services for ICATS (International Centre of Aroma Trade Studies). We are seeking an administrator who is an excellent communicator and records keeper, digitally savvy, and detail-oriented. Initially, you will report to the IFEAT Education Officer.
About ICATS
ICATS (The International Centre for Aroma Trades Studies) has been providing bespoke distance learning courses specifically designed for professionals in the global Aroma Trades industry (flavours and fragrances) for over twenty years. In 2023, ICATS was acquired by the International Federation of Essential Oil and Aroma Trades (IFEAT).
Studying on the ICATS courses (which are aimed at postgraduate learners or those with industry experience) either leads to an industry-recognised full IFEAT Diploma, or certification for selected units completed. Designed and written by world-leading industry experts, it aims to suit all CPD (continuing professional development) needs within the Aroma Trades. All awards are validated by IFEAT and fully endorsed by The British Society of Perfumers, The British Society of Flavourists, and IFRA UK (International Fragrance Association).
Key Responsibilities
- Oversee the administrative and student services processes for ICATS, providing a proactive, high-level and modern support function that delivers excellent customer service to ICATS students
Administratration
- Handle financial tasks, including creating reports, and managing student invoices, communicating with the IFEAT Finance Administrator and the IFEAT Education Officer
- Coordinate digital mail outs, manage website updates, and handle social media accounts regularly
- Tender, order and invoice goods and services
- Organise and post student and tutor learning materials
- Research pricing, competition, and potential events
- Assist in booking travel and accommodation when necessary
Customer Service
- Respond promptly to emails and calls, maintaining an up-to-date record of enquiries
- Compose and utilise standardised communication to address enquiries. Create and maintain:
- Contact list for ICATS
- Mailing list for students
- Mailing list for companies and contacts
Academic Student Services
- Oversee the student enrollment process and act as the primary point of contact for students
- Provide guidance on course selection, registration procedures, and programme requirements
- Manage student data and registry, ensuring confidentiality and compliance with GDPR
- Liaise with tutors, facilitate communication, and support students
- Escalate relevant issues to the Director of Studies and the IFEAT Education Officer, providing your assessment of a situation and your recommendation
- Review and address student feedback and concerns, maintaining records and creating action plans
- Identify, support, and maintain records in Google Drive of students who are not engaging or succeeding with their studies
- Ensure that a correct record of student details is maintained and up-to-date in Google Drive
- Contribute to creating informational materials for prospective and current students
Key Traits
- Experience of working in academia
- A highly detail-oriented person
- An excellent communicator in various formats
- A problem-solver
- Able to work with people from various backgrounds and cultures
- Tech-savvy
- An excellent proofreader with an excellent command of UK English
- Familiarity with Google Workspace and MS Excel
- Willingness to multitask and take on new initiatives
- Kind, with a great sense of humour
- Located in the Plymouth area