Amaze Job Description
Last updated 27th July 2014
Job Title:
Projects Administrator (for Independent Support
and Compass)
Grade:
NJC Scale Point 20 – 23
FTE £18,638-£20,400 (depending on experience)
Responsible to:
Database Manager
Hours of work:
18 hours per week
Annual Leave:
25 days pro rata
Main Purpose of the Job:
To provide high quality administrative support to specific Amaze projects, namely:
a) Independent Support
The new Children and Families Act 2014 brings into effect many reforms in the Special
Educational Needs and Disability (SEND) arena from September 2014. Amaze has just won
a tender to offer impartial advice and support to families with children with SEND who are
being assessed for the first time, or for those who already have a statement of SEN and who
need support with this being ‘converted’ to the new system.
The post-holder will need to be able to quickly set up systems to support the staff providing
this new service, to monitor the expenditure on it, and monitor the service’s impact and
outcomes.
Specific Job responsibilities:
•
To provide administrative support to the Independent Support (IS) team
•
Take minutes at IS team meetings and follow up actions
•
To set up monitoring systems to ensure the IS work is accurately recorded and
support the staff in the IS team to use these systems
•
To work with the Finance Officer to ensure all project expenditure is allocated
correctly
•
To support IS team with claiming their expenses
•
To support the Independent Support Co-ordinator to complete the necessary
monitoring returns for the service
•
To ensure IS team has the necessary equipment to work effectively e.g. laptops,
phones, alarm system
b) The Compass
In addition, Amaze is contracted to manage the city’s disability register – The Compass. In
exchange for a completed survey about their needs children with SEND are provided with a
Compass Card – which provides discounts at leisure, sporting and cultural venues across
the city. The card has previously only been available to children aged 0-19 but we have just
won some funding to extend this card to young people with SEND up to the age of 25. As
such we need additional admin support to support this extension.
Specific Job responsibilities:
•
•
•
•
•
•
•
•
To input new and updated Compass applications onto the Amaze database and to
process and send out Compass Cards
To send emails/letters and other information to parent carers regarding the Compass
and the Compass Card
To record the receipt and processing of new and updated Compass applications onto
the relevant spreadsheets
To contact parent carers when necessary to obtain additional information regarding
Compass applications
To assist the Database Manager in assessing the eligibility of Compass applications
To assist with maintaining the Compass paper and electronic filing systems
To assist the Database Manager in ensuring that accuracy and integrity of data is
maintained
To assist the Database Manager in ensuring that confidentiality of data is maintained
c) Other General Responsibilities
• To work in partnership with the other Amaze Administrators to ensure good quality
administrative systems are developed and supported
• To provide some office cover for the other Administrators when they are on annual
leave/off sick
• To answer the office phone line when necessary
• To attend supervision, training & staff meetings as required
• To carry out other duties appropriate to the role and responsibilities as may be
delegated by the CEO
• To work within the framework of all Amaze policies and procedures
Person Specification for Projects Administrator
Experience
1.
2.
3.
4.
5.
6.
7.
Experience of providing administrative support to a busy team
Experience of data entry and database systems such as MS Access
Significant experience of using MS Office, especially MS Excel and MS Word
Experience of using Internet and email systems, including MS Outlook
Experience of using office filing and archiving systems
Experience of setting up new systems for monitoring/reporting on activities
Experience of using office equipment such as printers, document scanners and
photocopiers
8. Experience of liaising with service users or outside agencies
Skills, abilities and personal qualities
9. Excellent written and verbal communication skills
10. Good IT skills and familiarity with software for word processing and data handling
11. Ability to work well in a team. A good team player
12. Ability to prioritise workload and meet deadlines
13. A basic understanding of the issues faced by parents of children with disabilities or
special needs
14. Attention to detail and a good understanding of the need for accuracy in data entry
15. A good understanding of the importance of confidentiality and the principles of data
protection
16. Ability to take the initiative and solve problems
17. Positive, ‘can-do’ approach
18. Willingness to travel to West Sussex for (monthly/bi-monthly) IS team meetings
Additional Desirable Skills/knowledge:
Experience of working with a broad range of people – including families, parents and or
young people
Knowledge/understanding of the new SEND reforms (Children and Families Act 2014)