Job description
Faculty:
Education & Sport
Department:
School of Education
Location:
Falmer
Job title:
Schools Liaison Administrator
Post number:
EE5007
Grade:
4
Responsible to:
Deputy School Administration Manager (Systems, Information and
Development)
On a day-to-day basis the post holder will be supervised by the
School Placement, Employability and Alumni Officer, who is
responsible to the Deputy School Administration Manager (Systems,
Information and Development). The School Administration Manager
has overall responsibility for the administration of the School of
Education.
Main areas of
responsibility:
1. To undertake the administration of schools liaison for ITE courses in
the college, for the full range of ITE programmes including primary,
secondary and further education (FE) courses.
2. To maintain contact with schools regarding school experience
placements.
3. To support the School Placement, Employability and Alumni Officer
in overseeing the financial control systems for schools liaison on
behalf of the Co-ordinator for ITE Partnerships.
Specific duties:
1 To undertake the administration of schools liaison for ITE
courses in the college, for the full range of ITE programmes
including primary, secondary and further education (FE)
courses.
1.1 To ensure the establishment, maintenance and development of
appropriate databases of student placements, and all associated
student details.
1.2 To advise students on the procedures governing school experience
placements.
1.3 To provide administrative and secretarial support partnership
activities including typing correspondence and reports, preparing
handbooks, documentation and other materials as appropriate.
1.4 To administer the placing of students in schools to fulfil the
requirements of their courses, in liaison with academic staff
especially programme leaders, link tutors and subject tutors.
1.5 To ensure that records are kept of all placements offered and their
subsequent confirmation.
1.6 To devise, prepare and distribute documentation relating to school
placements.
1.7 To administer the receipt and logging of reports from tutors,
students and schools and forward them to the appropriate members
of the academic staff, as appropriate.
1.8 To gather, evaluate and collate information required for the
production of an annual report on schools liaison and other
monitoring and evaluation activities, and to draft these reports.
1.9 To service meetings as necessary, requiring the preparation of
agendas and relevant papers, attendance at and minuting meetings
and following up actions and tasks.
1.10 To act as a point of contact for schools, staff - particularly
programme leaders, link tutors and subject tutors - and students
with reference to schools liaison enquiries.
1.11 To arrange and administer training events, which include sourcing
and making arrangements with external venues, liaising with
schools and colleges, and arranging for payments.
2.
To maintain contact with schools regarding school experience
placements.
2.1 To maintain and develop the School’s link with schools and colleges
as appropriate, including negotiating with schools on routine
matters.
2.2 To act as a contact point for students and schools before and during
school experience placements, providing initial guidance or advice,
negotiating with schools on routine matters and referring students
or schools to the School Placements, Employability and Alumni
Officer or Co-ordinator for ITE Partnerships, as appropriate.
3.
To support the School Placement, Employability and Alumni
Officer in overseeing the financial control systems for schools
liaison on behalf of the Co-ordinator for ITE Partnerships.
3.1 To support the School Placement, Employability and Alumni Officer
in developing, maintaining and administering the financial records
system for schools liaison.
3.2 To provide regular financial information, liaising regularly with the
School Placement, Employability and Alumni Officer, Co-ordinator
for ITE Partnerships and School Administration Manager, drawing
attention to any irregularities.
3.3 To liaise with schools with reference to routine financial matters
such as fees for placement.
Selection criteria:
Essential:
•
Knowledge/qualifications: evidence of a high level of analytical,
communication and problem-solving ability to maintain and
develop links with schools and answer student queries; knowledge
of how to develop and maintain effective office systems; numerate
with experience of book-keeping or financial management; highlevel working knowledge of Microsoft Word and Excel and ability to
use advanced functions (e.g. tabs, tables, formulae and other
formatting tools); working knowledge of FilemakerPro or similar
databases.
•
Communication: understands the information needs of others; is
able to communicate information in an understandable way orally
and in writing, as suitable to the situation, the ability to negotiate
effectively with a wide range of clients, from university staff and
students to senior managers in schools.
•
Sensitivity: listens well and understands the needs of others,
including customer service, approachability and the flexibility to
respond to emergencies or unforeseen events.
•
Self motivation: has a record of successful performance at an
appropriate level of responsibility; sets and meets objectives on
own initiative; is committed to continuous self-development.
•
Teamwork: flexible, co-operative, helpful; respects ideas and
expertise of others; appreciates own strengths and weaknesses.
•
Organisation: works systematically; uses time efficiently; meets
priorities and deadlines with a minimum of supervision particularly the ability to identify and schedule priorities and to
implement appropriate follow-up action.
•
Response to change: prepares and plans self and others for
change; adaptable; interested in learning and investigation.
•
Technical skill: highly developed keyboard skills, knowledge of
word processing and spreadsheet applications on both Mac and
PC platforms.
Desirable:
•
understanding of the higher education environment, particularly
schools liaison or teacher training.
•
experience of servicing meetings and preparing reports.
•
knowledge of the complexities of modular courses.
•
committed to developing information technology systems and
web-based materials.
•
understanding of student problems and priorities: this might come
from employment in an educational institution or from having
been a student.
This job description sets out the duties of the post at the time it was
drawn up. Such duties may vary from time to time without changing the
general character of the duties or level of responsibility entailed. Such
variations are a common occurrence and cannot of themselves justify a
reconsideration of the grading of the post.
Ref: SFS/rm
Date: April 2014