Fellow Assistant

To assist in maintaining an effective service for the processing of all Fellowship applications and associated work within the department.

Reports to: Manager, Fellowship (Registration & Standards)

Accountable to: Manager of Registration & Standards

Hours: 35 hrs, excluding lunch breaks

Salary/Band: Band A

Location: Stevenage

Main Duties and Responsibilities (not necessarily in priority order)

To be responsible for:

  • Receiving and opening of all Fellow applications;
  • Responsible for scanning and recording such applications;
  • Checking of such applications, requesting of additional information, as required, ┬áin accordance with standard Fellowship criteria and processes;
  • Acknowledging and requesting of payments, as required;
  • Process all payments, in accordance with PCI DSS guidelines;
  • To use Darwin and related spread sheets to search for applicants, access information and update application details, as required;
  • Updating of departmental spread sheet, as required;
  • Prepare working application file for office use;
  • Dealing with phone queries as appropriate;
  • Good customer service skills, ensuring that all enquiries are answered promptly or forwarded as appropriate;
  • Ensuring accurate data capture;
  • Updating of relevant spread sheet (Data Capture) for conversion;
  • Use of Darwin system to search, access and update all information in a timely manner;
  • To provide support to the Fellowship department as required;
  • Handling of all enquiries via the Fellowship email box;
  • To undertake any other duties and projects at the request of the line manager;
  • To be familiar with Health, Safety and Fire policies for the organisation and to attend mandatory updates where required.

This job description is intended as a general guide to the scope of the post and may change in line with the needs of the service or at the request of the line manager.

Person specification:

Essential Criteria

  • Ability to communicate well, verbally and in writing;
  • Good numeracy skills;
  • Good IT skills;
  • Good customer services awareness;
  • Accurate data entry skills;
  • Proactive team member with the ability to learn work of the team and understand the impact on other teams;
  • Able to prioritise own workload and meet tight deadlines;
  • Basic CRB check required to process payments via PDQ machine.


  • Knowledge of processes and time management;
  • 40+ words per minute typing skills;
  • Knowledge of Microsoft Mail Merge.
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