Job Description Admin Assistant Curriculum



JOB DESCRIPTION

|Department: |

|Secretariat |

|Job Title: |

|Administration Assistant (Curriculum) |

|Responsible to: |Date: |

|The PA to the Vice Principal and Admin Team Leader |November 2020 |

|Responsible for: |

|Administrative support for Heads of Curriculum and other managers. |

|Administrative support for tutors and members of support staff. |

|Monitoring and maintaining the multi-functional devices (MFDs) at the St Mary’s Walk site. |

|Ordering and distributing stationery for all staff at the St Mary’s Walk site. |

|Supporting the admissions arrangements and wider administration for Community Learning and Counselling provision |

|Purpose of job: |

|Under the direction of the PA to the Vice Principal and Admin Team Leader, to provide efficient and effective support to Heads of Curriculum and the wider |

|curriculum areas |

|Responsibilities |

|A |

|To support the PA to Vice Principal and Admin Team Leader with admissions arrangements and administrative tasks relating to the College’s Community Learning |

|and Counselling provision |

|To work with other members of the Admin Support Team to ensure that ALL Heads of Curriculum and other curriculum staff are supported and that service |

|standards relating to quality and deadlines are met |

|To sort and distribute mail for all staff. |

|To receive and action telephone enquiries, as directed by Heads of Curriculum or the PA to Vice Principal and Admin Team Leader. |

|To use word-processing and data input software to produce documents (i.e. letters, correspondence, reports, agendas, minutes, spreadsheet |

|information/reports) |

|To act as a central point at the site of work (Bridlington) for queries regarding processes relating to curriculum area activities and to provide appropriate|

|information, advice and training on policies and procedures, and to assist with any administrative tasks that may result from such enquiries |

|To liaise with staff and College management and to track tasks as requested by the Heads of Curriculum |

|To organise, convene and minute meetings, as required, including booking rooms/catering for onsite meetings and arranging video-conferencing/remote meetings |

|using appropriate technology. |

|To maintain Outlook Calendars of the Heads of Curriculum in terms of curriculum and team meetings, staff meetings/appraisals and adding in reminders for |

|tasks to be completed |

|To work with other members of the team in ensuring that Heads of Curriculum are supported to run their curriculum meetings and that minutes are accurately |

|recorded and distributed to curriculum teams and others, as appropriate |

|To develop and maintain systems and file sharing areas on the College’s intranet, using the SharePoint and Teams software and set up relevant permissions, as|

|required. |

|To provide assistance and guidance to Heads of Curriculum, other managers and course tutors relating to document presentation and format, following the |

|College’s Secretarial Quality Standards |

|To liaise with other members of the team to ensure that items required by curriculum teams are purchased via the College procurement cards, following |

|financial guidelines and regulations and approved by the relevant Head of Curriculum, prior to purchase |

|To deal with all stationery requests for staff at Bridlington |

|To order and maintain stocks of all appropriate materials including stationery and paper supplies, and to maintain records of stationery usage and |

|distribution |

|To monitor the site’s multi-functional devices on a day-to-day basis (MFDs – used for printing, scanning and copying), dealing with staff queries, faults |

|with the MFDs and calling engineers, as required |

| |

|B General |

|To safeguard children and vulnerable adults from harm and to report concerns in accordance with the College’s internal referral arrangements. |

|To foster good relationships and advance equality of opportunity between different groups and eliminate discrimination, harassment and victimisation.     |

|To deal professionally with colleagues and external partners as required. |

|To ensure the confidentiality and security of all the College’s documentation and information. |

|To attend training/refresher courses and meetings as required by the line manager. |

|To co-operate and take part in the College’s appraisal scheme. |

|To carry out other such appropriate duties that may be reasonably required. |

EAST RIDING COLLEGE

PERSON SPECIFICATION FORM

POST TITLE: Admin Assistant (Curriculum) DATE: November 2020

| |Requirement |Essential |Desirable |Proposed |

| | | | |Selection |

| | | | |Method* |

|Experience |

| |Administration |Y | |A/I |

| |Dealing with people/customer service |Y | |A/I |

| |Experience of working with Microsoft Office software, including word |Y | |A/I/(T) |

| |processing, databases and spreadsheets | | | |

| |Working within an educational context | | | |

| | | |Y | |

|Education/Training/Qualifications |

| |Educated to GCSE or Level 2 |Y | |A |

|Specialist Knowledge |

| |Knowledge of office procedures | |Y |A/I(T) |

|Skills |

| |Good organisational and time management skills |Y | |A/I |

| |Good communication skills, both written and verbal | | | |

| |Good interpersonal skills |Y | |A/I |

| | | | | |

| | |Y | |A/I |

|Qualities |

| |Able to work on own initiative |Y | |A/I |

| |Team player |Y | |A/I |

| |Able to work under pressure |Y | |A/I |

| |Able to prioritise and work to deadlines |Y | |I |

| |Suitable to work in an environment where children, young people & vulnerable|Y | | |

| |adults are present | | | |

|Working arrangements and availability |

| |Flexible in line with workloads and deadlines |Y | |A/I |

| |Willingness to travel across College sites. |Y | |A/I |

* A=Application Form I=Interview T=Test

COMPLETED BY: Anne Farley/Helen Wooldridge Signature A Farley/H Wooldridge

APPROVED BY: Signature

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