Qualifications Administrator

Institution Of Civil Engineers; City of Westminster; On-site; GBP 24,000 - 30,000; Full time

Benefits offered by this job

25 days annual leave

Pension scheme

Cycle to work

Death in service benefit

Employee support line

Job summary

Institution of Civil Engineers (ICE) is seeking a Qualifications Administrator to join our Membership Division. The role focuses on processing applications for ICE membership, validating qualifications, and maintaining accurate records while delivering high-quality customer service across multiple pathways.

You will be a key contact for members and applicants, handling enquiries, ensuring timely outcomes, and supporting assessment administration within a collaborative team.

Qualifications

• Experience in busy office or customer-facing environments.
• Strong written and verbal communication skills.
• Excellent attention to detail and accuracy in processing applications.

Responsibilities

• Process and validate applications across the pathway to membership.
• Maintain membership records using Dynamics and internal systems.
• Respond to member and applicant enquiries by phone, email and post with accurate guidance.
• Acknowledge applications and issue outcomes within agreed timescales.
• Validate qualifications using established assessment criteria.
• Support processing and recording of assessment results.
• Administer reinstatement applications and member expense claims.
• Assist with ICE Student Prize activities, including certificate production and distribution.
• Identify process improvements and escalate complex cases to specialists.
• Build strong working relationships across the Membership Division and wider organisation.

Skills

Administration

Customer service

Attention to detail

Communication

Time management

Microsoft Office

CRM systems

Education

Good level of education

Tools

Dynamics

SharePoint

CRM systems

Outlook

Excel

Word

Job description

Qualifications Administrator

Location: Westminster/Home

Hours: 36.25 hours per week

Salary: £27,

The Institution of Civil Engineers (ICE) is the home of infrastructure, bringing together a global community of 97, members and more than years of engineering heritage. As a leading professional institution, it qualifies civil and infrastructure engineers, champions lifelong learning, and provides trusted, impartial, expert advice to decision makers. Guided by its vision of a world where infrastructure enables people and planet to thrive, the ICEs global membership designs, builds and maintains infrastructure that is sustainable and dependable.

About the Role:

The Institution of Civil Engineers (ICE) is looking for a highly organised and customer-focused Qualifications Administrator to join our Membership Division.

This is an excellent opportunity for an experienced administrator who enjoys delivering outstanding customer service, managing detailed processes and supporting individuals throughout important professional milestones. You'll play a key role in administering applications on the pathway to ICE membership, helping aspiring and established engineers achieve professional recognition worldwide.

As a Qualifications Administrator, you will provide comprehensive administrative support across a range of membership and qualification processes. Acting as a key point of contact for members and prospective members, you'll ensure applications are processed accurately, efficiently and in line with agreed service standards.

Working within a supportive team environment, you'll manage a varied workload while delivering excellent customer service and maintaining accurate membership records.

Responsibilities:

• Process and validate applications across the pathway to membership, including student, graduate, academic assessment, career appraisal, experiential learning and further learning applications.
• Maintain and update membership records using Dynamics and other internal systems.
• Respond to member and applicant enquiries by phone, email and post, providing accurate advice and guidance on ICE application processes.
• Acknowledge applications and issue outcomes within agreed timescales.
• Validate qualifications using recognised qualification databases and established assessment criteria.
• Support the processing and recording of assessment results.
• Administer reinstatement applications and member expense claims.
• Assist with ICE Student Prize activities, including certificate production and distribution.
• Identify process improvements and elevate complex cases where specialist input is required.
• Build strong working relationships across the Membership Division and wider organisation.

About you:

We're looking for someone who is detail-oriented, proactive and committed to delivering an excellent customer experience.

• Previous administration experience in a busy office or customer-facing environment.
• Excellent written and verbal communication skills.
• Strong customer service skills with the ability to provide clear, tailored advice via telephone and email.
• Excellent attention to detail and accuracy.
• Experience prioritising and managing a varied workload to meet deadlines.
• Strong Microsoft Office skills, particularly Outlook, Excel and Word.
• Confidence using databases, CRM systems and online platforms.
• A collaborative approach and the ability to build positive working relationships at all levels.

Desirable

• Experience working with Dynamics , SharePoint or similar CRM systems.
• Experience processing applications, records or qualification-related administration.
• Qualifications at secondary education level or above, supported by relevant administration experience.

Qualifications:

• Good level of education, supported by relevant administration experience.

ICE Group Benefits:

• 25 days annual leave plus Bank Holidays
• Shutdown over Christmas period
• Annual £ allowance towards your well-being
• Discounted hot food from on-site Café bar.
• Up to eight per cent of salary contributed to a personal pension scheme.
• 24-hour employee support line
• Death in service benefit equivalent to four years salary
• Interest free season ticket loan
• Cycle to work scheme.
• Big Gym membership savings with the Gymflex scheme
• Your Rewards discount scheme

General Data Protection Regulations (GDPR)