Transcription Officer

Transcription Officer

Application Deadline: 2 June 2026

Department: All Formats

Employment Type: Permanent – Full Time

Location: Harborne, Birmingham, UK

Compensation: £24,493 – £26,455 / year

Description

The post holder will be expected to produce transcription documents in Braille, Audio, and Large Print within deadlines, in line with commercial contract specifications and service level agreements. This is a fantastic opportunity to join All Formats, one of the UK’s leading accessible format transcription companies established over 25 years ago. All Formats is part of Queen Alexandra College, a college that supports students with a wide range of disabilities. Any profits generated by All Formats go directly back into the college to help enhance our students’ learning journey.

As an entry‑level position, no prior experience is required; full training will be provided. A high level of competence in Microsoft Office software such as Word is a must, along with good verbal and written communication skills, excellent time‑management and organisational skills. A customer‑focused approach, attention to detail, and the ability to work accurately and calmly under strict deadlines are essential. Candidates must be flexible to assist in meeting fluctuating deadlines across various areas of the business.

Key Responsibilities

Core Role Responsibilities

• To provide required transcriptions for all live projects, ensuring these are produced within Service Level Agreements.
• Reconcile the delivery with client instructions; prepare received data for scanning and the transcription process.
• Use a wide variety of specialist software to produce items in the preferred format.
• Prepare and complete basic maintenance on equipment to be used for transcription purposes (e.g. printers, Braille embossers, scanners).
• Liaise with colleagues and manager to ensure the department is aware of outstanding work against the SLA.
• Liaise with clients regarding live projects and within the team assist with providing daily and monthly reports.
• Collate relevant data on completed jobs, in preparation for invoicing.
• Follow essential security protocols as necessary for the business.
• Respond to incoming enquiries from potential clients via email and/or telephone, providing information and quotes as required.
• Monitor All Formats stock levels for transcription stationery and postal services, informing relevant individuals to ensure orders can be progressed.
• Facilitate postal duties, as commensurate with the role.
• Provide support for a range of QAC Enterprise activities, and represent the team at events, where appropriate.
• Occasionally distribute printed marketing materials for College Enterprises.

General Duties

• Work with the All Formats Manager to implement improvement projects/initiatives across the enterprise and services.
• Adhere to the College’s Health and Safety Policy at all times, recognising responsibility for own safety and that of others.
• Act at all times in accordance with the Staff Code of Conduct and QAC Values of Respect, Excellence, Enabling, Collaboration and Inclusion.
• Comply with all College policies and procedures.
• Maintain CPD and undertake appropriate training and development as required, including any mandatory and/or refresher training required for the role.
• Undertake other duties as commensurate with the role and in agreement with the All Formats Manager.

Transcriptions Officer (Extended Role)

• Prepare and transcribe documents across the full range of formats.
• Support on‑the‑job training and quality control/consistency checking of documents for new Transcription Officer colleagues.
• Produce reports as requested by the Team Leader and/or All Formats Manager/Deputy Manager.
• Undertake training and/or qualifications to develop specialist skills and expertise, e.g. Braille.
• Undertake designated work or ad hoc projects, as determined by the All Formats Manager/Deputy, in line with specialist skills and experience.
• Cover the Transcription / Production areas in the absence of Team Leaders, including assigning work, ensuring work is completed within SLA and reporting any issues to All Formats Manager.

The above list is not exhaustive, but is indicative of the general nature and level of responsibility of the work to be undertaken. Responsibilities and duties may vary from time to time without changing the nature of the post. The post holder will be expected to adopt a flexible approach to enable efficient and effective running of the College.

Safeguarding Statement

Queen Alexandra College is committed to safeguarding and promoting the welfare of young people and vulnerable adults and expects all staff and volunteers to share this commitment. Safeguarding is everyone’s responsibility and all staff and volunteers are required to act in a way that safeguards the health and wellbeing of our students/clients. Successful applicants will be subject to an enhanced DBS check.

Skills, Knowledge and Expertise

• GCSE English or Equivalent
• Understanding of Data Protection/GDPR
• Meticulous attention to detail, with ability to concentrate for long periods of time
• Flexible and adaptable communication style
• Able to work with conflicting demands whilst meeting deadlines
• Able to work effectively both independently and as part of a team
• Able to work on your own initiative
• Proficiency in MS Office applications (MS Word, Excel, PowerPoint, Access and Outlook)
• Strong commitment to equality, diversity and inclusion; identifies with and demonstrates QAC Vision and Values and FREDIE (Fairness, Respect, Equality, Diversity, Inclusion and Engagement)

Benefits

Schedule 1 Benefits (reviewed annually and/or as appropriate)

Academic Year 2024/25

• Access to on‑site car parking
• Use of QAC Fitness Centre (subject to opening hours)
• Cycle to Work Scheme (Salary Sacrifice)
• 24/7 Employee Assistance Programme Helpline (BHSF)
• Access to Education Support Free Helpline for Teachers & Education Staff
• QAC Mental Health First Aiders & activities to support health and wellbeing
• BHSF Benefits Package including Healthcare Plans, discounted shopping/services
• Annual Flu vaccination/voucher
• Access to other benefit/discount schemes (may be subject to charge) e.g. Blue Light Card, TOTUM (NUS), Charity Worker Discounts, Discounts for Teachers
• Dell Advantage programme – a free programme that offers savings to students, parents and all staff at QAC – up to 20% off: https://www.dell.com/en-uk/lp/dell-advantage
• Health and Wellbeing Services (Occupational Health/Counselling)
• Free Tea/Coffee and Staff Room facilities
• Dining Room facilities with hot/cold food (free meal provided for those supporting students at mealtimes)
• Additional discretionary concessionary/closure days as part of leave entitlement (including closure over Christmas/New Year period)
• Reward and Recognition Policy – Living the Values Awards (team & individual) and long service
• Enhanced/Occupational paid leave e.g. maternity/paternity (subject to qualifying criteria)
• Occupational sick pay (based on length of service)
• On‑site wellbeing activities (e.g. yoga, meditation)
• Support for training/CPD (either by way of study leave and/or funding)
• Flexible working arrangements including Flexible Working Policy Agreements, Time Off in Lieu (TOIL) in prior agreement with line manager.

This list is not exhaustive and may be subject to review and/or change.

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