Pembrokeshire County Council s2

PEMBROKESHIRE COUNTY COUNCIL

JOB DESCRIPTION

JOB TITLE: / Administrative Assistant – Governors’ Support Services / POST REF:
DEPARTMENT: / Children & Schools / GRADE: Grade 4
DIVISION: / Education / Role Profile: CA3S
RESPONSIBLE TO /

Administrative Officer – Governors Support Services

JOB PURPOSE

To provide a range of administrative and support services to schools, governing bodies and governors, and to maintain appropriate databases.

PRINCIPAL RESPONSIBILITIES

·  To be responsible for all administrative aspects of the Governor Training Programme: design, production and distribution of the programme; booking of trainers and venues; monitoring applications for courses; maintaining training records, corresponding with governors, Headteachers and providers; maintaining appropriate databases.
·  To monitor applications for courses and to be responsible for targetting groups of governors to boost attendance.
·  To prepare and monitor statistical data and progress towards targets.
·  To manage Governors’ Support Services databases, including governing body membership and training records.
·  To provide advice and support to governing bodies and committees.
·  To carry out a range of clerking functions, including the minuting of meetings.
·  To assist with the preparation of meetings’ schedules and agendas
·  To be responsible for the preparation and distribution of all paperwork for governing body meetings.
·  To deal with enquiries from school governors, headteachers and members of the public.
·  To process applications for overseas Educational Visits and to provide advice and support to party leaders on administrative procedures for Visits.
·  To assist with the general running of Governors’ Support Services and to deputise for the Administrative Officer as required.
·  To maintain a list of contact details of keyholders at all Education Service buildings
·  To pay due regard to relevant health & safety legislation and maintain a safe working environment.
·  The post-holder should be prepared to be flexible to meet the changing needs of the Education Service.

PERSON SPECIFICATION

1.  Should possess at least 5 GCSEs Grade C or above including Mathematics and English or Welsh, or the equivalent. Qualification to HNC level would be advantageous.
2.  Must be able to communicate effectively both in writing and orally. The ability to do this through the medium of Welsh is highly desirable.
3.  Must be able to evaluate working practices, to suggest improvements and to take responsibility for making decisions in relation to work.
4.  Should have a well-organised approach to work and be able to work under pressure to meet deadlines.
5.  A high level of IT/Keyboarding skills is essential.
6.  Should have a full, current driving licence and access to own transport.

SPECIAL CONDITION

Certain duties, e.g. acting as Minute Clerk to Governing Bodies, may entail working outside normal office hours occasionally. This is a key feature of the job, which the post holder must be prepared to accommodate. Time off in lieu is granted for such work. You will need to be able to travel to schools for meetings, for which travelling expenses are paid.