Foundation Year Administrator

Reports to  Foundation Year Manager

Salary  £20,000£22,000 pro rata, per annum

Hours  4 days per week, 52 weeks per year, 09.00 – 17.30 Monday – Thursday (occasional weekend and evening attendance will be required)

Location  Trinity Buoy Wharf, London E14 and other locations as required

Duration of contract  ​Permanent

Overall job purpose

Assist in the running and delivery of an innovative and well-organised Foundation Course. Supporting the Foundation Year Manager in providing consistently excellent admin support for students and staff at the school as well as acting as a key point of contact for the public. 

Principle responsibilities

Student liaison
  • First point of contact for students and models. 
  • Main contact for the public, responding to queries
  • Co-ordinate the submission of student work as and when required for assessment or review purposes
  • Assist students in their UCAS applications process
  • Notify students of timetable changes, deadlines and essential information on a daily basis

Tutor Support

  • Provide general support to the tutors engaged to teach on the course
  • Respond to requests as and when necessary
  • Ensure tutors submit project briefs and teaching material requirements/ booking requirements in advance
  • Ensure tutor records and documentation is filed safely and kept up to dat


  • To make model bookings, sending confirmation of these to tutors and models and responding to cancelations/ last minute changes
  • Keep a spreadsheet of model hours for financial purposes
  • To make gallery/ museum bookings for the contextual studies tutor
  • Coordinate bookings and queries regarding the Foundation Masterclass and open days (responsibility for Foundation Year booking live system)
  • To support the Foundation Year Programme Manager in any other booking requests (such as one off visits/ the end of year painting residency)

Office management and administration

  • Input student data and update records on the Foundation Year S Drive 
  • Create registers for classes and monitor student attendance daily, reporting any student issues to the Foundation Year Programme Manager  
  • Update timetables and student records as necessary
  • Maintain the library system 
  • Develop robust filing systems 
  • Assist with the planning of events such as open days, portfolio review days, interview selection, the end of year exhibition and end of year painting residency. 
  • Answer telephone calls and respond to enquiries.
  • Monitor the petty cash and update and reconcile petty cash spreadsheet on a regular basis. 
  • Oversee catering for meetings, events and general office requirements
  • Maintain Schools database. 
  • Assist the Foundation Year Programme Manager in promoting the Foundation Year and School, nationally and internationally
  • Maintain a clean, organised and tidy office environment at all time

Person Specification

Knowledge and Experience

  • Degree (or equivalent)
  • Excellent knowledge of the workings of office equipment and software e.g. Microsoft Office, databases
  • Experience working in a Further or Higher Education or within Arts Education in an administrative capacity
  • Excellent spelling and grammar

Personal Qualities

  • Polite, helpful and friendly manner
  • Personable
  • Highly organised
  • Confident working with students aged 18-20 years
  • Clear communication skills, written and verbal, able to liaise with people at all levels
  • Meticulous attention to detail
  • Flexible and adaptable approach
  • A team player who is motivated with self- initiative
  • Interest in the visual arts and education sectors 

To apply: submit your CV & and a covering letter explaining how you fit the person specification to

Closes:  Thursday 28 March 2019 at Midnight