Dear Sir or Madam
Thank you for your interest in the post of Directorate Administrative Assistant.
Further information about this position can be found below. Please submit your application
on line via the college website by Friday 16th August 2013.
It would be appreciated if you would also complete the equal opportunities monitoring
information to assist us in the evaluation and development of our recruitment practices. In
accordance with the College’s two ticks award, we offer an interview to disabled applicants
who meet all the essential criteria.
The College is committed to the principles of the Safeguarding Agenda. All College staff are
required to undertake an enhanced DBS check. Please note that having a criminal record
will not necessarily be a bar to obtaining a position at the College, (further information is
available in the College’s DBS policy).
May I wish you every success in your application for this post.
Please note the interviews date is to be confirmed.
Yours faithfully
Mary Ruse
Human Resources Assistant
Conditions of Service
The duties for the post of Directorate Administrative Assistant are outlined in the
enclosed job description. The conditions of employment for this post are summarised below.
There will be a further opportunity to discuss these if you are invited for interview.
Hours of Work
The hours of work for this post will not exceed 30 hours per week.
Salary
This post has been evaluated on Business Support Scale, Point B this currently equates to
£18,534 to £19,479 pro rata per annum inclusive of London Weighting
Salaries are paid monthly on the 25th of every month or the last working day prior to the 25th
if the 25th falls on a weekend or bank holiday. The only exception to this is for the
December payment, which will be on an earlier date that will be notified to you on an annual
basis. Payment will be made direct into a bank/building society account. You will need to
provide details of your branch, account number and sort code before payment can be made
to you.
Annual Leave
The Annual Leave entitlement will be 198 hours per annum inclusive of all Bank and Public
Holidays normally observed in England and Wales. The College also shuts for an additional
5 efficiency closure days plus 3 statutory days which the Principal will set at the beginning of
the academic year. Although every effort will be made to meet requests for Annual Leave,
service demands will take preference. All leave is subject to an efficient service being
maintained and specific restrictions may apply.
Pension Scheme – Local Government Pension Scheme
If you are aged between 16 and 65 years old you are eligible to join the Local Government
Pension Scheme. Contributions vary depending on your annual salary, before tax is
deducted; the College also makes a contribution to the scheme. All eligible employees will
have to elect to be brought into the Scheme, and a contribution, dependent on full time
equivalent annual salary, is deducted from salary prior to tax.
Additional voluntary
contributions can be arranged via AVCs or Added Years. Applicants must make a decision
whether to contribute or not - deductions will be made automatically if no election is made.
You may only apply for a refund within the first three months of employment.
Probationary Period
Appointment will be subject to a probationary period of six months in the first instance.
Staff Development
As part of the Contract of Employment, all appointees will be required to attend staff
development events and take part in the College’s appraisal scheme.
Pre-Employment Checks
Eligibility to Work in the United Kingdom
You will be required to provide evidence of your eligibility to work in the United Kingdom if
you are shortlisted for interview, or you will need to declare that you require sponsorship to
work in the United Kingdom.
References
All appointments are made subject to references which are satisfactory to the College.
Health Screening
Successful candidates are required to complete a pre-placement medical form.
Disclosure and Barring Checks
The College is committed to safeguarding and promoting the welfare of children, young
people and vulnerable adults and expects its staff to abide by the same policy. Enhanced
DBS checks will be undertaken as part of our employment procedures.
JOB DESCRIPTION
Job Title:
Directorate Administrative Assistant
Grade:
C
Line Manager:
Administrative Supervisor
Section:
Financial & Services Industries
Directorate:
Curriculum Skills and Learner Experience
Purpose of the Job:
To provide administrative and secretarial services for the Directorate and to provide
designated services for the Sectors of Financial Service Industries
Main Duties:
1.
Secretarial/Student Administration
1.1
Type and process letters, documents and reports in connection with the work
of allocated Sectors, including progress reports, parent’s evenings
administration, student interviews and timetables.
1.2
Compose general letters, documents and reports in connection with the work
of the allocated Sector, some of which may be confidential.
1.3
Resolve enquiries and administer requests from internal and external
customers via telephone, email or in person or refer to the relevant staff to
resolve.
1.4
Contact other College employees and external agencies, including parents, to
raise or resolve queries.
1.5
Maintain sector staff diaries and organise meetings and hospitality
arrangements as required.
1.6
Carry out photocopying duties as required or arrange with the Media
Resources Section for photocopying to be undertaken.
1.7
Use standard office equipment and arrange for repair when required.
1.8
Distribute general mailings. Open post, deal with routine requests and queries
and distribute remaining post as appropriate.
1.9
Maintain a current Archive system for both secure and confidentiality
purposes that supports the remaining construction paper based portfolios
1.10
Assist in the enrolment of assessment only candidates liasing with assessors
as necessary
2.
General Administration
2.1
Develop, maintain and update manual and electronic administrative and filing
systems for the Sectors.
2.2
Attend special meetings, functions and presentations where appropriate and
take minutes
2.3
Compile general statistics as required, in conjunction with the Heads of
Sectors and course coordinators
2.4
Produce documents, reports and publicity materials as required.
2.5
Assist Heads of Sector in compiling and updating timetables.
2.6
Maintain student records including admission, examination and course
records.
2.7
Be conversant with College financial regulations and maintain budget records
for the Sector/Directorate.
2.8
Complete general administrative tasks as directed by the Heads of
Sector/other Sector staff including overtime claims, expenses claims, and
student references.
2.9
Provide administrative and secretarial support to other areas of the College
when required.
2.10
Monitor and maintain supplies of stationery and publications. Replenish
stocks in compliance with College Financial Regulations.
3.
Information Technology
3.1
Be conversant with the use of Information Technology and specific College IT
packages and use information technology equipment and software available
within the Directorate/Sectors.
3.2
Provide support to teaching staff in the development and review of online
learning materials (VLE)
3.3
To provide support in updating the staff intranet as required.
3.4
Comply with the Data Protection Act.
NB
3.5
Be conversant with and utilize The construction based E portfolio “ Skillsfile”
™, upload student evidence, export and import files online for achievement,
qualification and induction purposes
3.6
Be conversant and utilize walled garden for retrieval of results and for the
completion of apprenticeship frameworks
3.7
Be conversant and utilize the services of Awards online, for registration,
qualification and achievement checks
3.8
Burn and write professional discussions on to CDs for assessing staff as and
when necessary
4.
Safeguarding Children and Vulnerable adults
4.1.
Understand and comply with Safeguarding legislation and ensure that best
practice is embedded in all working practices as required.
4.2
Commitment to Safeguarding and promoting the welfare of children and
vulnerable adults, ensuring that this commitment is demonstrated in all
aspects of the role as appropriate.
5.1
General
5.2
Be aware of, and comply with, legislations/competence standards relevant to
the work of the Directorate
5.3
Comply with all college policies, including the Policy to Promote Equality of
Opportunity.
5.4
Assist as required during examination and enrolment periods.
5.5
Be conversant with Health and Safety Requirements
5.6
Participate in the Staff Development, Review and Appraisal Scheme.
5.7
Undertake such duties and/or hours of work as may reasonably be required of
you, commensurate with your grade and general level of responsibility, at
your main place of work or at any other establishment for which the College
provides services.
In consultation with you, this job description is liable to variation to reflect actual
contemplated or proposed changes to your job.
PERSON SPECIFICATION
You will need to demonstrate in your supporting statement how you can meet the criteria
listed below
Post Title: Directorate Administrative
Assistant
KEY: (E) – Essential (D) - Desirable
We will assess your match to the
criteria from:
Appl.
Form
Tests
Interviews
References
1. EDUCATION/TRAINING
At least 5 GCSE’s Grade A-C or equivalent
(E)
Level 2 or above Information Technology
Qualification (E)
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Accurate keyboard skills (E)
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2. EXPERIENCE
Proven experience of general administrative
duties (E)
Proven experience of secretarial duties (E)
Proven ability in the use of general office
equipment (E)
Knowledge of Microsoft Office Packages (E)
Experience of working in an education
environment (D)
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Post Title:
Sector Administrative Assistant
We will assess the information
available from:
Appl.
Form
3.
Tests
Interviews
COMMUNICATION
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Proven good verbal communication skills (E)
Proven good written communication skills (E)
4. DISPOSITION/PERSONAL QUALITIES
Able to work in a team (E)
Able to work on own initiative (E)
Able to remain calm under pressure (E)
5. PROFESSIONAL
KNOWLEDGE/UNDERSTANDING
Be able to demonstrate an understanding of
equality of opportunity and have practical
ideas on how to implement it (E)
Able to demonstrate an understanding of
budget/financial processes (E)
6. PROFESSIONAL
JUDGEMENT/DECISION MAKING
Able to organise manager’s diary to ensure
effective use of time (E)
7. CIRCUMSTANCES
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Flexible approach to duties (E)
Able to work evenings/overtime during busy
periods with appropriate notice (E)
8. SAFEGUARDING CHILDREN AND
VULNERABLE ADULTS
Understanding of Safeguarding Legislation
and its application within the educational
sector (E)
Commitment to Safeguarding and promoting
the welfare of children and vulnerable
adults(E)
9. EQUALITY AND DIVERSITY
An understanding of and commitment to all
aspects of equality and diversity(E)
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References