KINGSTON MAURWARD COLLEGE
JOB DESCRIPTION
Job Title: Academic Administrator (English and maths)
Post Reference No: EM02
Job Purpose: To join the Academic support team to deal with all aspects of administration, with a priority to support the Cross College Lead (English and maths)
Reports to: Cross College Lead (English and maths)
Grade/Salary: £6,135.29 per annum (£15,095 pro rata) which is Point A17 on the Support Staff Scale
Hours: 17 per week worked over Monday to Friday, to include occasional evenings and weekends
Status: This is a permanent term-time only appointment for 40 working weeks and 46 paid weeks.
Safeguarding Status: At Kingston Maurward College we place the safety and welfare of our students at the centre of all our activities. The safeguarding of students underpins the College values and is fully embraced by all College staff.
Kingston Maurward College considers itself a ‘specified place’ for the purposes of safeguarding legislation and therefore all post at the College are regulated Activity. Someone will not be employed by the College if they are barred from working with children or vulnerable adults.
The College recommends that new staff join the DBS Update Service. This means that the DBS is ‘portable’ and can be accessed by employers (with your permission). It means that staff may only ever need to apply for one DBS check.
Upon appointment, subject to joining the Update Service, signing up to this job description confirms your agreement to the College accessing the DBS Update Service to undertake online status checks on your DBS Certificate in relation to your work at the College, at appointment and in the future.
Functional Links With: Academic Administrators including work based learning; all College areas, particularly Marketing, Student Admissions, Finance, HR, Transport, Exams, Safeguarding
Vision:
· We are looking to recruit a confident, enthusiastic and highly computer literate administrator to join the Academic Support team in providing all aspects of academic administration. Your priority will be to support the Cross College Lead (English and maths) but you will also support Academic Managers and other managers as appropriate. Previous experience in working in a busy secretarial or administrative post is essential, as are Stage II qualifications in Word Processing/ Text Production and ECDL or equivalents. A flexible approach is essential to meeting business needs.
Main Tasks and Duties:
· To provide administrative support with specific responsibility to the Cross College Lead (English and maths) and to support other Managers as appropriate.
· To liaise with all other Kingston Maurward staff and students in a calm and professional manner.
· To respond to communications/messages either by telephone, email or post including drafting correspondence on behalf of the Cross College Lead (English and maths) and actively managing and prioritising emails.
· To regularly enter data onto a range of databases and spreadsheets including ProMonitor.
· To support the Cross College Lead (English and maths) with preparation for and attendance at Performance Reviews and take minutes at meetings
· To provide routine administration as required for the smooth running of the team. For example:
o ordering and maintaining supplies, resources and in liaison with the Cross College Lead (English and maths), using the purchase order requisition system, cross-check information on invoices, handle money and make purchases
o administration of the curriculum planning process
o production of documents
o production of minutes
o arranging meetings
o filing
o mail delivery and collection
o contribution , monitoring and maintenance relevant pages of the College website and social media
o organisation of exams with staff and the Exams Department
o support the accurate completion of registers
o ensure effective communication with schools and other external partners
o copying and laminating
o oversee the archiving procedure and location
· Liaise with other academic administrators regarding availability of vocational staff for short-term and emergency cover of English and maths classes.
· To provide support at ‘pressure points’ throughout the year eg student enrolment, induction, parent evenings, school visits, marketing events and invigilation.
· To help organise additional staffing for school visits when required.
· To liaise effectively with other educational and commercial partners.
· To collate and organise general administration for students.
· To make any emergency room bookings or changes to classes using relevant software.
· To attend and minute department and other relevant meetings and to chase up outstanding documents and actions.
Duties Expected of All College Staff:
· To promote an active commitment to equality and diversity.
· To undertake such personal staff development as is agreed to be necessary for the development of the role and the individual.
· To set a high standard of professionalism. This will include maintaining regular contact with colleagues, students and customers verbally, in writing and via e-mail.
· To monitor customer satisfaction and continually seek ways of improving the service for which the post is responsible.
· To regularly review, adapt, and improve systems and procedures.
· To support the College’s commitment to quality assurance including course review and self-assessment.
· To promote an active commitment to the College’s approach to sustainability.
· To undertake an annual appraisal which clearly identifies targets for continued improvement.
· To provide or support inspiring and challenging education and training for all learners and promote participation by a wider group of learners.
· To take proactive responsibility for Health & Safety at all times, reporting accidents, incidents and near misses which may affect staff, students, customers and visitors.
This range of tasks should not be construed as definitive or exhaustive due to the changing external environment within which the College operates. Other duties may be required within the general scope of the post.
Person Specification:
Essential / DesirableEducational
Qualifications /
Experience / · GCSE English & Maths at Grades A*-C or equivalent
· (Equivalents are: Key Skills Level 2 Communication in Application of Number, NVQ Level 2 / First Diploma (Merit) / Level 2 Apprenticeship / National Certificate)
· Competency in using MS Office Word
· Stage II in Text Production / Typing or equivalent
· Stage II in Word Processing or equivalent
· ECDL or equivalent
· Level 2 qualification in Excel / Powerpoint / Mailmerge
· Use of databases eg Access / · Certificate/Diploma in Administration Level 2
· NVQ Business Administration Level 2 or equivalent
· Use of CELCAT database
Knowledge / · Previous successful experience in working in a busy secretarial or administrative post / · Knowledge of working in an educational or college background
· Knowledge of the agricultural / countryside industry
Skills / · Highly skilled and IT literate
· Ability to meet deadlines and prioritise workload
· Ability to keep accurate records
Ability to work under pressure
Personal Attributes / · Good sense of humour.
Other requirements / · Current driving licence would be useful
Competencies Required of All College Staff:
· Excellent interpersonal and communication skills when dealing with colleagues, students, visitors, parents and external bodies at all levels.
· A positive, ‘can-do’ attitude.
· Keen to embrace and deliver change.
· Self directed with a high level of personal drive.
· Commitment to achieving excellence through continuous improvement.
· Enthusiastic with ability to motivate.
· Ability to problem solve
· Prepared to work flexibly to meet work requirements including weekends and evenings to support the effective functioning of the department and wider College as required.
· Ability to contribute to achieving cultural change.
· Active commitment to safeguarding and promoting the welfare of children and vulnerable adults in college
· Active commitment to equal opportunities
Terms and Conditions:
· This is a permanent term-time only appointment for 40 working weeks and 46 paid weeks.
· The Contract of Employment will be based on the provisions of the Kingston Maurward Support Staff Contract.
· The salary for this post will be £6,135.29 per annum (£15,095 pro rata) which is Point A17 on the Support Staff Scale
· Working Hours will be 17 per week during Monday to Friday , to include occasional evenings and weekends
· This is a term-time only appointment for 40 working weeks. Payment is for 46 weeks and includes 6 weeks’ “annual leave”. The annual leave is a pro rata entitlement of 33 days per annum (25 days plus 8 public and bank holidays). Please agree with Joanna which weeks you will work, which will be classed as your annual leave and keep a written record of this information, should it be needed by HR or Payroll later in the year.
· The appointment is subject to the satisfactory completion of a 6-month Probationary Period with reviews after 2, 4 and 6 months.
· The notice period will be two months on either side.
· Membership of the Local Government Salary Pension Scheme is available.
· The appointment is subject to the College receiving satisfactory references which will include questions around whether concerns have been raised regarding safeguarding or working with students.
· The successful candidate is required to advise whether they are aware of any health condition or disability which might impair their ability to effectively undertake the duties of the position as outlined above. This disclosure may result in a referral to the Occupational Health Advisor for a medical clearance prior to commencing employment.
Criminal Records – Disclosure and Barring Service check
The College will not appoint anyone who is barred from working with children or vulnerable adults to a Regulated position.
The offer of an appointment with the College will be subject to a satisfactory Enhanced Disclosure under the Protection of Children Act 1999 and the Police Act 1997.
This means that when applying for a post, candidates will need to detail all convictions they may have – both ‘spent’ and ‘unspent’. The successful candidate will be advised of the Disclosure process in the letter offering them the appointment. Kingston Maurward College adheres to the Disclosure and Barring Service Code of Practice in applying for Disclosures. Should you require a copy of the Code or our Policy Statements on the Recruitment of Ex Offenders or the Secure Storage Handling, Use, Retention and Disposal of Disclosures and Disclosure Information please contact the College Human Resources Manager.
Applications
Please return the completed Application Form by email to or by post to: HR Department, Kingston Maurward College, Dorchester, Dorset, DT2 8PY.
The Closing Date for Applications is: Monday 30th October at 9:00am
Proposed Interview Date: Wednesday 8th November 2017
Applicants for this position must complete a college employment application form. CVs will not be accepted.
For an informal discussion about the post, please contact Joanna Jeffery on 01305 215005 during normal working hours.
For further details on application forms or the recruitment process, please go to our website www.kmc.ac.uk. Alternatively, please contact the HR department by emailing .
The College welcomes applications from people with a disability and will offer interviews to all those who are able to reasonably fulfil the criteria outlined in this Job Description. If applicants with a disability shortlisted for interview require any assistance in attending please contact the College’s Human Resources Manager in order that alternative arrangements are made.
Following receipt of completed application forms, if you have not heard from the College within 2 weeks of the closing date regrettably you will not have been short listed on this occasion. All short listed applicants will be contacted within 2 weeks of the closing date or no later than 3 days prior to the interview date (where an interview date is specified).
Statement by appointed person:(Section to be completed following offer of post to successful candidate)
I am pleased to confirm my agreement to the terms, conditions and duties stated within this job description and agree to undertake the role of Academic Administrator to the Cross College Lead (English and maths)at Kingston Maurward College.
The College recommends that new staff join the DBS Update Service. This means that the DBS is ‘portable’ and can be accessed by employers (with your permission). It means that staff may only ever need to apply for one DBS check.
Upon appointment, subject to joining the Update Service, signing up to this job description confirms your agreement to the College accessing the DBS Update Service to undertake online status checks on your DBS Certificate in relation to your work at the College, at appointment and in the future.
Signed: ......
Print Name (Block capitals): ......
Date: ......
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