Faculty Administration Coordinator Maternity Cover job in Plymouth at City College Plymouth

Faculty Administration Coordinator (maternity cover)

Company: City College Plymouth

Location: Plymouth UK

Date Posted:May 16, 2018

Faculty Administration Coordinator (maternity cover) Full-time | Temporary (maternity cover) | £20,570-£22,275 P/A Working in the award winning Work-based Learning and Schools Partnerships Department of City College Plymouth, you will provide a first-class, confidential, administrative, financial and secretarial support service to the management group of the department, contributing to the overall development and promotion of the College.You will be responsible for the management of departmental administrative systems and the supervision of the department’s clerical team. You will also be responsible for co-ordinating employer and schools invoices, ordering of stock and petty cash reconciliations. You will be the first point of contact for many internal and external enquiries within the department, and will need to demonstrate excellent customer service skills.City College Plymouth is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The College is an equal opportunities employer.  City College Plymouth Work-based Learning and Schools Partnerships  JOB DESCRIPTION POST TITLE:Faculty Administration Co-ordinator GRADE: Scale 5 DATE:January 2017 REPORTS TO:Head of Department –Work Based Learning   City College PlymouthWe will position ourselves at the heart of our community and contribute to the region’s partnership strategies for growth and prosperity. We will do much more to impact upon the lives and prosperity of local people. We will raise aspirations and create an environment which has enterprise and employability at its heart. Our vision… is where our future liesWe are a College with a national reputation for promoting enterprise, employability and science, technology, engineering and mathematics (STEM). Our mission… is what we focus on each and every dayto be the South West’s leading provider of innovative, technical and professional education and trainingby supporting partnerships for growth, raising aspirations and fostering wealth creation. Our mission and vision provide the focus for our College community - students, staff and partners. They are not simply gentle aspirations; they are catalysts for action and are:capable of translation into hard-edged, measurable and practical outputsthe link between the aspirations of individual staff members and our collective organisational valuesfocused on the student, the customer, the employer and the wider communitystatements which the College is committed to implementing for the benefits of all of our constituentsreflections of our core beliefs and what we value in each other and in our external relationshipsways in which we would wish to be perceived by those within and without the organisationbenchmarks for guiding behaviour and decision making. Our valuesWe put our students and our community at the heart of all that we do.We foster excellence, innovation and creativity.We celebrate diversity and inclusion and the breaking down of barriers to success.We have high expectations of ourselves, our students and our partners. Our core values underpin our strategies, policies, objectives and procedures by providing an anchor and a reference point for everything that we do. They have informed the development of this strategic plan, in particular by reinforcing the primacy of the student experience to our future direction. Job Purpose: To provide a first-class, confidential, administrative, financial and secretarial support service to the Head of Department, Programme Area Manager and Operations Manager contributing to the overall development and promotion of the College. This role is key to releasing staff from administrative tasks, freeing them to develop courses and curriculum. Accountabilities: 1          Organise and manage the Department office’s, liaising between academic and administrative requirements, carrying out normal day to day administrative tasks, arranging appointments, dealing with correspondence, records, telephone enquiries, messages etc 2          On a daily basis act as the front line customer service contact for the Department, dealing with students, parents, employers and staff courteously and efficiently, carrying out research and preparing draft responses to queries 3          Manage the day to day work and Performance Management of the Department Administration team, ensuring the provision of an effective administrative and secretarial service to the academic staff of the Department4          Provide a confidential secretarial service to the Head of Department, Programme Area Manager and Operations Manager including arranging meetings, preparing agendas, taking minutes and typing tenders and bids etc. 5          Assist in the production of returns, involving the collection, collation and presentation of data as required by both internal and external needs 6          Liaise with other cross-college areas as required, such as HR, Marketing, Finance and assist with key College events, such as enrolment, Open evenings, marketing etc 7          Oversee the management of absence and sickness for the Department meeting deadlines for the appropriate returns to HR 8          Oversee, in liaison with HR, the management of claims and staff development records 9          Provide a high quality service to students, managing the receipt of assignments, dealing with enquiries, ensuring administrative procedures are in place for enrolment of students and that the College’s formal warning procedures for students are correctly implemented 10     Being flexible in your approach and willing to work unsociable hours, if required, and must be able to plan, organise and work to a strict work schedule. 11     Undertake such other duties commensurate with the grade of the post as may reasonably be required and you may be required to be trained to administer First Aid, if necessary. 12     Responsible for co-ordinating invoices, ordering of stock and petty cash reconciliation.  This role profile is intended to provide an overview of the role in the context of the ambition of City College Plymouth. The overview of responsibilities is listed for convenience and is not in any order of priority or significance.  It is agreed that the significance of different aspects of the role will vary at different times and that all accountabilities are of potentially equivalent significance. Health and Safety The Health and Safety responsibilities associated with your post are as set out in the Organisational Arrangements appended to the Corporation’s Health and Safety Policy, and you are required to undertake, at the College’s expense, any training necessary or appropriate for the effective discharge of those responsibilities. Equality and Diversity All employees are required to work in a non-discriminatory manner, and accept responsibility for the implementation of the College’s Equality and Diversity policy, throughout all personal contacts in the College and within your own area of responsibility. Sustainability As highlighted in the Sustainability Policy, the College recognises the need to act sustainably across all its operations in order to reduce our environmental impact. The College is committed to staying legally compliant, saving valuable resources and promoting Corporate Social Responsibility. All staff and volunteers are expected to support this policy and are encouraged to embed sustainability into the College through working and teaching practices. Safeguarding Children and Safer Recruitment in Education including Prevent City College Plymouth is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment which includes the Prevent Duty and the promotion of values to help prepare students for life and work in modern British society. In addition to candidates’ ability to perform the duties of the post, selection events will also explore issues relating to safeguarding and promoting the welfare of children including: motivation to work with children and young people; ability to form and maintain appropriate relationships and personal boundaries with children and young people; emotional resilience in working challenging behaviours; and attitudes to use of authority and maintaining discipline. This job description is current as at the date shown above although it is not an exhaustive list.  In consultation with you, it is liable to variation to reflect changes in the job.   Person Specification  EssentialDesirableQualifications  Good general education to GCSE, or equivalent level? A formal secretarial qualification at NVQ Level 3 or equivalent, including speedwriting to a minimum of 80 wpm?    Knowledge and Experience  Minimum 2 years working at a senior level ?Experience of working in an educational establishment ?Sound knowledge of Microsoft Office packages? Experience of taking and producing minutes of meetings?    Skills and Personal Qualities  The ability to liaise and negotiate with colleagues and clients at all levels, both internal and external, on behalf of the Faculty? The ability to negotiate, agree and achieve realistic deadlines? Excellent organizational skills coupled with the ability to operate efficiently under pressure at peak times? A mature, sensitive outlook? The ability to prioritise own and Support Administrator’s work, with financial knowledge? The ability to maintain absolute confidentiality of information?    Circumstances  The flexibility to work evenings occasionally ?  ADDITIONAL INFORMATION Hours of Work: Full-time, temporary (maternity cover) Salary Range: £20,570 to £22,275 per annum Closing Date: Wednesday 30 May 2018 Interview Date: To be confirmed View full job description
JobCentre Plus 3 months ago
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