TRELOAR TRUST
JOB DESCRIPTION
Job Title:
On-Programme Administrator
Responsible to:
Student Services Manager
JOB PURPOSE
The On-Programme Administrator is integral to the smooth running of the Learner Journey
experience within the School.
The On-Programme Administrator will coordinate Annual Reviews for School students;
liaising with the Multi-Disciplinary Teams; Transition team; Student Services Manager and
external stakeholders.
They will be responsible for the effective co-ordination of those students’ information,
whilst the student is attending Treloar’s. Liaising with the Multi-disciplinary teams, this role
includes organising the review and report processes and supporting the student funding
process with the Student Services Manager for current students.
The On-Programme Administrator will be responsible for record keeping, using and
updating management information systems and liaison with external agencies, sourcing and
collating information requested by such agencies and preparing reports for internal use and
management. In addition to this, the post holder will monitor the status of Individual
Learner Schedules. The office team as a whole and the On-Programme Administrators
together, will take responsibility for making improvements within their area of
accountability and the administrative systems in place.
KEY RESPONSIBILITIES
 Managing the administration to support the timetabling and preparation of student
files, whether electronic or otherwise. Ensuring that new student files are prepared in
readiness for the beginning of each new academic year as well as for students starting
during the course of the year.
 Ensure that current learner files are kept up to date.
 To ensure accuracy of Attendance Records for students, including letters to
parents/carers and meeting college students on arrival.
 Inputting of data to the student records database and producing reports from this in
the required format.
 Organisation of Students’ Annual Reviews process for College, co-ordinating all reports
both review and end of year. Preparing timetables and paperwork to be sent out
externally in the agreed format and in a timely and consistent manner, if required.
 Taking the minutes of the review meetings and collating and circulating these
internally and externally in a timely and agreed way, if required.
 Liaising professionally with all external agencies such as Careers officers, connexion
type services, Local Authority personnel including social services, other school and
college personnel, building and maintaining productive working relationships.
 Organise checking of reports for spelling and other errors, chasing up reports from
staff and asking for corrections to be done. A good standard of spelling and grammar
is therefore necessary.
 Monitoring the status of Individual Learner Schedules, ensuring that all students have
an ILS that reflects their current programme and achievements.
 Ensure all student office files are stored safely for the appropriate number of years
and that files for “looked after children” are archived in accordance with Care
Standards requirements.
 Supporting the overall administration of the current students’ Learner Journey.
 Assisting with the collection and distribution of mail both external and internal.
 Assist the organisation and running of Welcome to Treloar’s Days.
 Assist in the organisation and running of Parents Days for college.
 Collating, typing and despatch of public examination results in the latter part of
holidays.
 Dealing with actual or potential problems, such as missing students.
 In the event of a fire alarm, ensure the Visitors Book is taken to the assembly point
and account for all visitors on site. Also take the list of students who have gone off
site and inform names to the person manning the College check in phone.
 Routine office work and general organisation, including copy-typing, word processing,
shorthand, photocopying, filing and maintenance of records in accordance with the
organisational requirements.
 Working closely with School and College Office Manager and transition team to ensure
paperwork for transfer reviews and EHCP’s is sent to Local Authorities within required
timeframes.
 Accurate recording of progress, objectives and actions at Annual Reviews.
Other duties
1. To support the Trust in safeguarding and protecting the welfare of all students.
2. To comply with policies and procedures relating to safeguarding, health and safety,
equality and diversity, confidentiality and data protection, reporting concerns to an
appropriate person.
3. To maintain and develop own professional knowledge and awareness.
4. To undertake any other such duties or general tasks and hours of work as may
reasonably be required and any other responsibilities, which may from time to time, be
delegated by your manager.
5. A job description is not a rigid or inflexible document but acts to provide guidelines to
the duties expected while in the post.
6. This job description will be reviewed and amended in the light of changing professional
demands.
Treloar Trust
July 2015
PERSON SPECIFICATION – On-Programme Administrator
MINIMUM
DESIRABLE
Qualifications
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Good general education at level 2 or above
Willing to work towards the achievement
of relevant health and safety qualifications
Knowledge and Experience
 Good working knowledge of office
applications and email.
 Experience of working in an office
environment.
 Experience of working with databases.
 Experience of taking minutes at meetings
Skills and Abilities
 Excellent communication skills, both
written and verbal.
 Computer literate
 Good standard of English, spelling and
punctuation
 Shorthand and/or experience of taking
minutes
 Ability to develop new ideas and suggest
improvements to existing systems
 Ability to prioritise effectively and meet
deadlines
 Attention to detail
Personal Qualities
 Calm and cheerful.
 Good organisational skills.
 Flexible
 Methodical and reliable
 Able to work under pressure
 Total discretion
 Excellent interpersonal skills and able to
relate to others at all levels
Physical Requirements
 General good health
 Able to cope with physical demands of job
 Clear speech
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CIEH Level 2 Award Health & Safety in
the Workplace
Level 2 IT qualification
Qualifications in Business and
Administration at level 2
Experience of managing oneself
within a complex office environment.
Experience of co-ordinating staff
teams to meet deadlines.
Experience of an educational setting.

Familiar with a variety of software
packages.
Experienced in dealing with the
public.

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Self-starter able to set own priorities
Problem solving
TRELOAR TRUST IS COMMITTED
TO SAFEGUARDING CHILDREN AND YOUNG PEOPLE
All successful candidates will be subject to a Disclosure and Barring Service Check along with other
relevant employment checks
BOTH THE JOB DESCRIPTION AND THE PERSON SPECIFICATION ARE SUBJECT TO THE
TRUST’S EQUAL OPPORTUNITIES POLICY.
Hours: 36.5 per week (full year) – Job Share available
Salary: £19,328 per annum (pro-rata for part-time staff)