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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