Job Description and Level Criteria Matrix
Post title:
Post number: E9021
Reprographics Officer
Department:
Date: SEPTEMBER 2009
Division / Branch:
Children’s & Young People’s Services
Section:
School/College
Responsible to:
Support Staff
Varies
Overall purpose of this post:
To provide a good quality and effective reprographic service for the school and to develop the
service provided to meet the growing needs of the staff using new technology as appropriate.
Major objectives: These will include, as appropriate, those that reflect key corporate priorities, for
example, cultural diversity, social justice, environmental quality and economic
prosperity.
1. To maintain a clean, tidy and safe effective reprographics environment.
2. To ensure work is carried out in accordance with Health and Safety regulations.
3. To ensure that all staff are aware of the procedures and that copyright laws are adhered
to.
4. To prioritise work to provide an effective service to the school.
5. To develop ideas from staff to produce attractive material for classroom use, displays and
presentations.
6. To provide portable equipment for the use of staff throughout the school.
7. To ensure that equipment is maintained in good working order.
8. To keep an adequate supply of consumables.
9. To keep abreast of modern technology relevant to the department and propose new
equipment to provide a better service.
10. To implement and promote the School/College’s and Leicester City Council’s policies and
procedures relating to all areas of employment and service delivery.
These are the highest level objectives, see “Level Criteria Matrix” for objectives at other levels.
P.T.O
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Summary of job tasks: The tasks listed are, generally, only those taking at least 10% of the post holder’s
time
1. Manages the day-to-day running of the department including an effective booking out
and checking in system for all equipment, supervising other staff in the department as
applicable.
2. Organises, negotiates prices and delivery of all consumable supplies and new/replaced
equipment.
3. Operates a usage recording and charging system for all reprographics and consumable
resources for reporting on the usage efficiency copyright or bill checking purposes.
4. Designs and produces printed material for the school using a variety of word processing
packages and assists staff within the department to use these packages.
5. Arranges maintenance and service calls when necessary and sets up equipment as
appropriate.
6. Records usage/meter readings for all equipment, checks billings and liaises with
suppliers/leasing companies as appropriate.
7. Assists with the taking, inputting and manipulation of student photographs for use in
identity procedures and records television and radio programmes.
8. Develops desktop publishing within the school and provides support for students and
staff, e.g. for course work, displays, etc.
9. Takes and accounts for cash for private copies, etc.
These are the highest level tasks, please see “Level Criteria Matrix” for tasks at other levels.
Is this post classified as “politically restricted”, as in the Local Government and Housing Act 1989, either
a) because of its salary level? Or
Yes
No b) because the postholder is required regularly to advise the Council and its
Committees, or communicates with the media on behalf of the Council?
Yes
No Is this post subject to exemption from The Rehabilitation of Offenders Act
1974?
Yes No
Job requirements: essential (E) or desirable (D).
E/D
A. Training and
education
A level of literacy and numeracy sufficient to fulfil the duties of the post
B. Experience
Experience of reprographic/printing work.
See Level Criteria Matrix attached for requirements for different levels.
See Level Criteria Matrix attached for requirements for different levels.
C. Equal opportunity
Must be able to recognise discrimination in its many forms and willing to
put the Council's equality policies into practice.
Commitment to equal opportunities and equal value for students.
D. Other skills
Relevant word processing/spreadsheet skills
Able to recognise the importance of health and safety issues relating to
equipment, materials and working practices.
Able to work effectively as an individual and in a team.
See Level Criteria Matrix attached for requirements for different levels.
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E
E
E
E
E
E
E
E
E
E
Job requirements: essential (E) or desirable (D).
E. Other conditions
Including any
hazardous or
environmentally
adverse
conditions
E/D
E
E
E
E
Interest in school environment.
Must be able to work in isolation for long periods.
Willing & able to undertake job-related training as required.
Must satisfy relevant pre-employment checks.
This post will involve contact with vulnerable groups (children, young
people and/or adults) and is therefore exempt from the Rehabilitation
of Offenders Act 1974 and subject to an Enhanced Criminal Records
Bureau (CRB) Disclosure check. This exemption means that applicants
for this post are required to declare all criminal convictions, cautions,
reprimands and bind-overs both spent and unspent in their application,
regardless of the passage of time.
See Level Criteria Matrix attached for requirements for different levels.
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E
Level Criteria Matrix
E9021 Reprographics Officer JD & Level Criteria
Element
Level 2 (ROLEID E9021a)
Level 1 (ROLEID E9021b)
None.
People
Management
Supervises between 1 and 3 part time Reprographics Assistants, e.g.
explaining the working procedures, setting workload & priorities and providing
assistance/advice. In some cases, requirement to undertake the appraisal
process.
Oversee work experience students; consisting of one student at a time,
covering a two week period, once a year.
As lower level plus:
Designs School/College prospectus, sending layout & formatting proposal to
outside printers for completion.
Creativity
required
Assists School/College staff by producing copies, binding and
laminating documents, burning CD’s or downloading information
onto memory sticks etc.
Designs job advertisements for newspapers & magazines, ensuring use of
family image of the School/College.
Creates / makes displays.
Recommends new equipment, giving technical advice on what type of
equipment to buy e.g. given a scenario, which type of camera would be
best for use in School/College.
Produces / designs front covers for booklets and newsletters etc.
Assists with designing School/College prospectus, sending layout &
formatting proposal to outside printers for completion.
Puts together proposals for purchasing new equipment / why equipment
needs replacing e.g. new photocopier.
Assists with designing job advertisements for newspapers &
magazines, ensuring use of family image of the School/College.
Re-formats templates and documents e.g. flash cards.
Advises regarding Copyright e.g. if items cannot be photocopied, suggesting
other options.
Facilitates ideas suggested by teachers, which ideas will or will not work.
As lower level plus:
School/College staff & students, and external suppliers; advice relating to
reprographics.
Contacts
1st point of contact on contracts for consumables for the School/College e.g.
initial contact with suppliers/ contractors, negotiates on the details of the
contract and provides monthly equipment / meter readings.
School/College staff & students, providing guidance/information
on which services are available, and the best way to format
documents etc.
Assists with placing orders for consumables with external suppliers.
Copyright issues, explaining why certain items cannot be photocopied and
upholding copyright laws (risk of fines if laws are not adhered to).
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Level Criteria Matrix
Element
E9021 Reprographics Officer JD & Level Criteria
Level 2 (ROLEID E9021a)
Level 1 (ROLEID E9021b)
As lower level plus:
Books in & out, & checks in all equipment and reminds staff of
usage procedures.
Day-to-day decisions including; organising & prioritising workload within set
working procedures, undertaking most effective use of equipment and
delegating work to others to ensure the smooth running of the admin
function.
Decision
making
Assists with making decisions on ordering consumables for the
School/College up to any amount (in some cases up to a budget
of £1,000 max spend).
Sets up new systems & working procedures, for example creating colour
coded priority systems e.g. pink request sheets to highlight urgent work.
Makes decisions on ordering consumables for the School/College up to any
amount (in some cases up to a budget of £1,000 max. spend).
Recommends new equipment/ machinery, improving ways of working e.g.
using eco-friendly paper, printing paper on both sides instead of single sided,
using of tear-free paper instead of laminating.
Responsible for ensuring all health & safety procedures are adhered to in the
office/ mobile/ print room in which they work i.e. proper use of equipment,
correct & safe use of chemicals (e.g. toner, security paints, lighter fluid).
Objectives
As lower level plus:
Provides reprographics support within the School/College.
To ensure the provision of a reprographics service to the School/College.
To ensure accurate records are kept e.g. on which department
has requested equipment, work that needs to be undertaken.
To ensure the School/College has an accurate amount of consumables in
order to keep the School/College running smoothly, and to ensure
consumables are ordered within the right time scale.
To keep equipment in good working order, and order correct consumables
for equipment and ensure a maintenance engineer is called out as
appropriate.
To ensure that the School/College has an accurate amount of
consumables and are ordered within the right time scale.
To ensure that equipment is in good working order, and
maintenance engineers are called out as appropriate.
To ensure up to date technology meets the needs of the School/College.
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Level Criteria Matrix
Element
Resources
used or
managed
Interruption
s, conflicts
& frequency
E9021 Reprographics Officer JD & Level Criteria
Level 2 (ROLEID E9021a)
Level 1 (ROLEID E9021b)
As lower level plus:
Responsible for all electrical items such as; televisions, digital cameras, digital
projectors, CD players, laptops, camcorders.
Handles money on a daily basis; this can be from 5pence to £5 in
a single transaction for photocopying, laminating, binding
students work etc.
Responsible for loaning out items. Ensuring they are in good working order
including arranging any maintenance work required, and responsible for the
overall safekeeping.
Responsible for the safekeeping, maintenance & correct use of all
reprographics equipment e.g. photocopiers, printers, binders,
shedders, guillotines etc.
Responsible for ordering all consumables for the reprographics department
including; paper, card, glue, laminates, spirals binders, labels, badge holders,
DVD’s, tapes, batteries, toner and ink cartridges (with a value of around
£1,000).
Assists with ordering all consumables for the reprographics
department including; paper, card, glue, laminates, spirals
binders, labels, badge holders, DVD’s, tapes, batteries, toner and
ink cartridges (with a value of around £1,000).
Responsible for the staff photo ID database, also various spreadsheets
containing information regarding orders & equipment etc.
Assists with ensuring all health & safety procedures are adhered to
in the office/ mobile/ print room in which they work i.e. proper use
of equipment, correct & safe use of chemicals (e.g. toner, security
paints, lighter fluid).
As lower level plus:
Being called to assist with consumables running out e.g. toner
running out in a printer on the other side of the School/College.
Prioritises tasks when have high volume of work to complete, staff will disrupt
workloads if they do not understand how much work is required for a job e.g.
printing 30 booklets of 50 pages each within an unattainable time scale.
Equipment not being requested / booked out in advance,
postholder(s) being called away from current priority to urgently
set up equipment.
Machine / equipment failure.
As lower level.
Lifting & carrying paper and delivering reprographic work around
the School/College.
Physical
effort & IT
use.
Working
conditions
Standing for long periods.
Uses word processing, desktop publishing, photo packages etc. to
illustrator/ graphic package. Also E-mail, Internet, and the
School/College library information management system.
As lower level.
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Based in office / print room within the School/College.
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Level Criteria Matrix
Element
E9021 Reprographics Officer JD & Level Criteria
Level 2 (ROLEID E9021a)
Level 1 (ROLEID E9021b)
As lower level.
Noise from the print room.
Use of, and fumes from chemicals, ink, toner & cleaning
substances.
Risks
encountered
Heat from print room & machinery (room temp can reach up to
35c).
Lifting boxes of paper up on to high shelving / reaching up to lift
them down.
Constant use of electrical equipment / machinery.
Knowledge
and Skill
levels
As lower level plus:
Some experience of reprographic/printing work.
GSCE ability in English, Maths and/or another subject.
Awareness of Health and Safety at Work Act and its importance to
equipment, materials and working practices.
Experience of reprographic/printing work.
Experience of working within a School/College environment.
Experience of using the Internet.
Familiarity with relevant software beyond standard office packages, e.g.,
desktop publishing.
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