Job Description
Job TitleAdministrative Assistant–Registry
Department:Registry
Grade:SFCF Support Staff spine band 2, Pt 18, £16,490 per annum
Hours:Full-time, 37 hours per week, full year.
Reporting to:The Registry Manager
Contract:Fixed term
Start date: 1 March 2015 until 31 January 2016
This job description complements that relating specifically to the post and Conditions of Service as laid down in SFCF Support Staff Handbook. These may be reviewed and amended in consultation with the post holder in the light of any changes in the requirement and priorities within the College.
Department Information
The Registry is a busy central office in the College with a supportive friendly team of 8 staff responsible for setting up and maintaining all student records relating to admissions, enrolment and attendance.
Main purpose of role:
To undertake administrative tasks in the College Registry team, with particular responsibility for processing changes to student programmes.
Keyduties & responsibilities:
1. To undertake office administrative support in the Registry, including but not limited to:
  • Inputting and updating student data on Management Information Systems (MIS) relating to admissions, enrolments and attendance.
  • Assisting the Enrolment team with processing applications for the Vulnerable and Discretionary Bursary
  • Assisting with the creation and maintenance of all college ID cards and systems
  • Correspondence with parents and students, e.g. about attendance, applications etc.
  • Handling general enquiries from students, staff, parents and applicants with regard to registry services
  • Filing, photocopying and general office administrative tasks
2. To undertake such other duties as the Registry Manager may request within reason.
General Responsibilities
  • To apply the College’s own Safeguarding policy and practices
  • To adhere to the College’s Equal Opportunities policy in all activities, and to actively promote equality of opportunity wherever possible;
  • To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work Act (1974) and relevant EC directives;
  • To participate in training and other learning activities and performance development as required;
  • To undertake such other duties as may be reasonably expected commensurate with the level of the post.

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 of the level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a re-evaluation of the grading of the post.

October 2014


Person Specification
The successful candidate will be able to demonstrate that they meet the following criteria:
Attributes / Essential / Desirable
Education, Qualifications & Training /
  • Numeracy and literacy skills (GCSE level or equivalent)
/
  • ECDL/CLAIT qualifications or equivalent

Relevant Experience /
  • Experience of working in a customer-focused environment liaising with people at all levels
  • Proven organisational and administrative experience
/
  • Experience of working within an educational setting

Knowledge, Skills and Abilities /
  • Competent knowledge of Microsoft Office, particularly word and excel
  • Sound interpersonal and communication skills with the ability to develop and maintain effective relationships with staff and students
  • Accurate data entry skills and an understanding of databases and management of sensitive data
  • Work cohesively in a team environment as well as working autonomously where required
  • Ability to prioritise workload and work calmly and accurately under pressure
/
  • Knowledge of the Further and/or Higher Education sector.
  • Knowledge of data protection legislation
  • Knowledge of key qualities required to provide good service to all customers both internal and external

Personal Qualities /
  • A flexible, positive and proactive approach

Other Requirements /
  • An understanding of safeguarding and its importance within a college
  • A commitment to equality of opportunity

Varndean College has a commitment to safeguarding and promoting the welfare of students and expects all staff to share this commitment. All posts are subject to Enhanced Disclosure Clearance through the Disclosure and Barring Service (DBS). Please note, candidates suitability to work with young people will be explored at interview.

General Terms and Conditions of Employment – Registry Assistant

  1. Contract

The successful candidate will be offered a fixed term support staff contract of employment from 1 March 2015 until 31 January 2016.

  1. Working hours/working weeks

This is a full-time full-year contract. The hours of work are 37 hours per week,Monday to Friday – preferably 9.00 to 5.00. (Finishing at 4.30pm on Fridays)

  1. Salary

This post is paid at Band 2, point 18 of the SFCA Support Staff pay spine, currently £16,490 per annum. Salaries are paid monthly by BACS payment on the last working day of the month.

  1. Annual leave

24 days holiday, plus 8 bank holidays and 2 extra statutory days over the Christmas period.

  1. Pension Entitlement

All employees automatically become members of the Local Government Pension Scheme unless they decide to opt out. Members of the scheme are required to contribute a percentage of their pensionable pay, according to their salary. Varndean College will make a further contribution of 14.9% of the pensionable pay.

  1. Probationary Period

Confirmation of your appointment will be subject to satisfactory completion of a period of 6months. During this period you will be expected to establish your suitability for the appointment.

  1. Notice Period

You are entitled to 1 week’s notice for employment under 2 years and thereafter 1 week’s notice for each year of continuous employment up to 12 years. You are required to give 1 month’s notice.

  1. Pre-employment Checks

This appointment is subject to satisfactory references, an enhanced DBS, health clearance, evidence of right to work in the UK and presentation of original qualification certificates (where required).

  1. Protection of Children and Vulnerable Adults

The College is committed to safeguarding and promoting the welfare of children and vulnerable adults, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS).

The nature of this post requires the College to undertake an enhanced DBS check on the appointed candidate for any convictions which make it undesirable for the candidate to undertake this post. Under the terms of the check you are not entitled to withhold information about convictions which for other purposes are “spent” under the provisions of the rehabilitation of Offenders Act 1974.