Salary Range:£15,927 - £17,021 per annum (Support Scale 3, points 14-17)

Start Date:As soon as possible

Ref Number:JWS24


Job Purpose

To provide close administrative support to staff in the Technical Academy area, which includesBusiness, Health & Social Care, Early Years, Event Management, and Travel& Tourism

To act as liaison person with support services and academic staff

Position in the Organisation

The postholder will report to theAssistant Principal forBusiness Support Services and Care, under whose direction s/he will operate and be a member of the Administration Team within the Directorate.

Main Duties

In close liaison with the Assistant Principal, Technical Academy Managers, and the Curriculum Administration Managers, the administrator is responsible for providing an administration function to the technical academy as follows:

  • To provide administration support to the Academy staff
  • Have excellent IT skills in the following:
  • Setting up spread sheets using formulas
  • Constructing suitable letters and other types of communication using Word
  • Maintain presentations using PowerPoint
  • Use folders and archiving effectively in Windows 7
  • Use email
  • Use merge databases
  • Use College IT systems such as QLE/QLR and CMS to maintain and update content on the College website and Academy databases, e.g. data sheets, student tracking
  • Act as Absence Recorder for the Academy, and be able to appoint deputy as required
  • Deal with orders and invoices, as appropriate
  • Manage student enquiries, including sending out appropriate information
  • Support the academic teams through the application process using College systems, including arranging interview evenings, compilation of appropriate documentation and the “keeping warm campaign”
  • Managing part-time enquiries and applications
  • Book internal and external facilities as appropriate
  • Support the academic teams with open days/eveningevents and results day
  • Support the CAM in initiating student reports and ensure appropriate distribution
  • Liaise with staff in other Academies and with external contacts, e.g. parents
  • Use College procedures to record and notify student absence
  • Assist other administrators within the Directorate, when necessary
  • To undertake such reasonable additional duties as might be requested by the AP/TAMs.
  • Safeguard and promote the welfare of children and vulnerable adults for whom you are responsible and whom you come into contact with.
  • To ensure a safe working environment for colleagues, students and visitors in line with the HASAW Act and the College Health and Safety Policy.

The list of duties is not exhaustive but outlines the main features of the post at appointment and may vary as the job evolves without affecting the nature of the duties or the responsibility level.

Place of Work

The principal place of work will be the College's Leamingtonsite premises. However, the postholder may be required to work on either a temporary or an indefinite basis at any premises at which we may provide services.

Hours of Work

37 hours per week. The postholder is required to be on duty for 8.45 am each morning in order to assist with issues which arise at the start of the day, especially cover for absent staff. It may be necessary, on occasions, to undertake an evening or weekend duty.

Annual Leave

The College offers a generous annual leave entitlement to support staff, commencing with 25 days rising to 28 days after 5 years’ service, per annum plus 12 statutory days (Public & bank Holidays) and College closure days for Christmas

Protection of Children and Young Persons (The Children’s Act 1989)

Any offers of appointment will be subject to a disclosure and barring service check, a certificate of good conduct if applicable, plus receipt of satisfactory references, Occupational Health clearance, an understanding of safeguarding and qualifications verification.


Physical Make-up

Ability to perform the tasks as described in the job description. If you have a disability you should not be discouraged from applying since there are schemes available within the College which allow for the provision of special aids, premises to be adapted and other appropriate support provided. Ways in which these schemes might help in particular circumstances can be discussed with the HR Department when making your application.

The person specification below lists, within the right hand columns, how your ability to meet the criteria necessary for the successful completion of this role will be assessed.

How Measured
Qualifications / Application Form / Interview
Essential /
  • A good general education including GCSE English and Maths grades A to C or equivalent
  • A level 3 Qualification in Administration or recognised secretarial qualifications
/ √

Key Experiences
Essential /
  • Skilled in the use of a range of relevant software packages e.g. Word, Excel
This equates to at least a recent level 2 qualification in IT, preferably L3 in some areas
  • Proven track record of administrative or secretarial experience within industry or education
/ √
√ / √

Wider Knowledge
  • Ability to work effectively with members of a team(s)
  • Ability to communicate effectively with staff, students and their parents, and the general public
  • Ability to work unsupervised and meet deadlines
  • Ability to deal with the unexpected and solve problems
  • Good administrative and organisational skills
  • Patience, good humour and an enthusiastic approach to work
  • Professional appearance
  • Appointed person First Aid, or willingness to undertake training in this area.
  • Ability to demonstrate an understanding and knowledge of Equality & Diversity.
  • Ability to demonstrate an understanding and knowledge of safeguarding and promoting the welfare of children and vulnerable adults
  • Ability to demonstrate behaviours which support the Core Values of the College
/ √ / √

Applications should be completed electronically via the College website () by the end of:

Sunday 23 March 2014

When selecting applicants for short-listing, the panel will consider the requirements listed in the Person Specification above. You are, therefore, advised to ensure that your application addresses the issues raised by providing examples/evidence.

We are conscious of the time and effort spent on applications. We do thank you for your interest, and we will let you know whether or not your application is successful at shortlisting. Due to the number of applications the College receives we are unable to provide feedback for candidates who are unsuccessful at shortlisting.

The College regrets that it is unable to pay expenses incurred by attendance at interview.