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Admin Assistant

Title: Admin Assistant

Responsible to: Operations Director

Salary: £20,367 - £24,252 (AAT Inner London Pay Spine point 16 – 23)

Start Date: May 2016

Closing date: 20th April 2016

 

The Job Role

At Tech City College we aim to be an outstanding provider of education with amazing facilities, excellent staff and cutting edge technology. We aim to provide the best possible educational experience for every one of our students, and the role of the Admin Assistant will be pivotal in providing high quality, efficient and effective administrative support for the College.

 

The admin assistant will offer key administrative support for the College in the areas of HR, admissions, student information, general operations and other key administrative College requirements. In addition the admin assistant may be asked to support the Reception team, as and when required, presenting a hospitable and professional front of house image and providing additional administrative support for Reception ensuring Safeguarding, Security and Health & Safety are maintained at all times. 

 

S/he will be expected to exhibit a high degree of professionalism with regard to all matters and to respect confidentiality in matters relating to staff, students, parents/carers and visitors.

 

 

MAIN DUTIES AND RESPONSIBILITIES

 

Main Responsibilities and Duties

  • To provide a comprehensive administrative support as required including preparing reports, photocopying, filing, emailing, completion of standard forms, correspondence, spreadsheets, archiving, and any other administrative duties as required by the College.
  • Ensure the efficient and effective administration by maintaining appropriate systems and procedures
  • Assist in the administration of the student recruitment process as required
  • To process letters, reports, flyers, newsletters, posters, forms and templates.
  • To undertake administrative duties such as preparation of papers for meetings and the taking and typing up minutes of meetings.
  • Order and maintain office supplies in accordance with established procedures
  • To undertake administration for specific members of the Senior Leadership Team.
  • To arrange refreshments (with the help of the Receptionists) as and when needed by the relevant Senior Leader.
  • To arrange the setting up and to attend all parental consultation evenings, prospective parent evenings and options evening.
  • To record staff attendance, absence, annual leave, lesson observations, performance records, etc. as required.
  • To use ICT systems and programmes to assist in the production of tasks.
  • To administer first aid, after having completed the relevant first aid training and, in the event of an accident, to contact parents, hospital, as necessary.  To undertake training for administering first aid where required.
  • The post may include collecting and handling cash. Examples are payments for school uniforms, photographs, school trips and student lockers.
  • The post holder will be required to make contact with parents on a range of non-contentious issues and act as a point of first contact for parents and carers and prospective parents and carers.
  • To liaise with the Director of HR for the Trust and providing administrative support on HR related matters within the College, maintaining HR systems/processes, including DBS and Single Central Record procedures.  Supporting in the administration of recruitment activities including interviews and pre-employment checks as well as producing appropriate documentation e.g. letters, contracts, induction/exit documents.  Ensuring your own records are kept accurate and up to date including regularly auditing files to ensure compliance.
  • To undertake cover for reception (as required) such as welcoming and assisting visitors to the school in accordance with safeguarding, security and health & safety procedures.  Answer routine telephone and face to face enquiries, taking and passing on messages in a timely manner and dealing sensitively with confidential information and maintaining the reception area to create a professional and welcoming environment.
  • Ensure and promote positive internal and external perceptions of the College maintaining confidentiality wherever appropriate
  • To undertake such other duties as may be required from time to time commensurate with the level of the post. The particular duties and responsibilities attached to the post may vary from time to time without changing the general character of the duties or the level of responsibility entailed. 
  • To have a commitment to Child Safeguarding, to promoting the welfare of children and young people in accordance with the school’s agreed procedure, and to meeting the five outcomes of Every Child Matters.

 

Knowledge and Skills

  • Good level of knowledge of computer applications including Word, Excel, PowerPoint, and the Management Information System or the ability to learn such specific systems.
  • A high level of accuracy is needed for the relevant data entry.
  • The post holder must be able to work under their own initiative.
  • At busy times the post holder must be able to prioritise their workload.
  • The post holder may be required to create spreadsheets, documents and presentations for word processing and data entry and analysis purposes.
  • Excellent interpersonal and communication skills.
  • Relevant experience of office work.
  • The ability to handle sensitive issues with diplomacy.
  • The ability to keep calm, stay in control in challenging situations and be flexible.
  • Good organisational skills.

 

Contacts and Relationships

  • Daily contact, face-to-face and on the telephone, with parents/carers, students, staff and visitors to the school.
  • Telephone contact with external agencies such as health professionals or other service providers.

 

Decisions

  • There is a need to establish the importance and urgency of contacts made by parents/carers, students and visitors to the school; and act accordingly.
  • Work is carried out within clearly defined rules and procedures involving decisions chosen from a range of established alternatives.

 

Other Duties

  • Comply with all policies and procedures relating to child protection, safeguarding, health & safety, security, confidentiality and data protection and reporting all concerns to the appropriate person
  • Participate in CPD and associated development opportunities relevant to job role
  • Be smartly and professionally dressed

 

In return we will offer you:

  • A competitive salary
  • Respect, Trust and confidence in your ability to do the job
  • 24 days paid annual leave (pro rata)
  • Good humour (most of the time)

 

Application process:

  • Please email:  Saira Ali, HR Officer at sali@techcity-aspirations.org for an application pack, quoting the position in the email header.
  • Application close: Wednesday 20th April 2016 at 5pm

 

This post is subject to an annual Performance Review within a framework agreed by the Governing Body. Targets will be set within the context of the College’s overall plan. The post-holder will also undertake performance reviews with other Staff as required by the Principal.

 

The Job Description is current at the date shown, and is a guide to the work the post-holder will be required to undertake. In consultation with the post-holder, it may be amended from time to time by the Principal to meet changing circumstances.

 

Safeguarding and Promoting Welfare of Children

All work in the College involves some degree of responsibility for safeguarding children, although the extent of that responsibility will vary according to the nature of the post. Tech City College is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. The post holder will develop and ensure all the College’s policies safeguard and promote the welfare of children and young people and will adhere to their guidelines.

 

 

 

 

 

Person Specification

Requirements

Essential

Desirable

*Method of assessment

 

Education & Qualifications

 

 

 

Level 3/4 or equivalent qualification or experience in a relevant discipline

 

AF/C

Minimum of GCSE Grade C in English and Mathematics or equivalent NVQ Level 2

 

AF/C

Excellent level of knowledge of computer applications including Word, Excel, and PowerPoint

 

AF/C

Excellent typing skills

 

AF/C

Experience

 

 

 

Experience of resources, ICT, human resources, finances and facilities management

 

AF/I/R

Experience of setting up and developing effective administrative systems and procedures

 

AF/I/R

Experience of administrative duties, setting up systems, report writing

 

AF/I/R

Proven ability work as part of a team

 

AF/I

Experience of administration including producing reports

 

AF/I/R

Experience of working within an educational environment

 

AF/I/R

Experience of procurement and securing best value for money

 

AF/I/R

Knowledge and understanding

 

 

 

Understanding of educational policy and developments in 14-19 education

 

AF/I

Policy and practice in premises management, health & safety and human resources

 

AF/I

Management Information Systems

 

AF/I

Skills and Personal Attributes

 

 

 

Commitment to equality of opportunity and the safeguarding and welfare of all students

 

AF/I

Able to understand, analyse, assimilate and make effective use of a wide range of data

 

AF/I/T

Enthusiasm, vision, self-motivation and tenacity as well as being adaptable and flexible

 

AF/I

Ability to handle confidential information with discretion and be sensitive to individuals

 

AF/I

Excellent communication, management and organisational skills

 

AF/I

A pro-active approach to continuous improvement and achieving standards of excellence in education 

 

AF/I

The ability to build a collaborative and purposeful learning culture

 

AF/I

Ability to work under own initiative, under pressure and as a team

 

AF/I

Ability to communicate effectively in a range of formal / informal situations and proven ability to build effective partnerships with different stakeholders

 

AF/I/T