Provide general administrative support to allocated departments, providing a front-line enquiry service to all internal and external customers/ clients, playing a key role in supporting the departments in achieving organisational objectives.

The following outlines the key duties expected of this role as directed by the Executive Director or relevant Director. It is not an exhaustive list but represents the primary responsibilities:

1. Support common meeting slots, departmental meetings and Focus days as required by the Department, creating agendas, organising supporting reports, creating minutes of and briefing papers for meetings, liaising with managers, lecturers and support staff as appropriate, ensuring proper notice is given and that agendas and supporting papers are issued in a timely fashion.

2. Assist with the general management of the departments, providing a full administrative service, including undertaking reprographics duties, and ensuring that systems are periodically reviewed including drawing up correspondence, updating notice boards, monitoring and resolving credit card issues, expenses etc., ordering stationery/ consumables and circulating and distributing information as required, ensuring that appropriate arrangements are in place in order to maintain continuity of service at all times. This will include ensuring that all staff are fully aware of the system for reimbursement of expenses and sessional payments, including the relevant payroll and finance deadlines.

3. Assist departments, as required, in dealing with student/ parent issues e.g. student disciplines and parental complaints, including arranging meetings, drafting letters, attending meetings and producing notes to ensure the accurate record of all such meetings.

4. Support the department in recruiting and retaining students by implementing and reviewing relevant administrative procedures, attending and undertaking all the relevant administration required for student information days. Periodically validate departmental enrolment data to ensure the College is compliant with funding regulations and data quality is maintained.

5. Organise and co-ordinate Work Ready Interviews for students, contacting external participants, drawing up interview schedules and completing all associated administrative duties, such as accommodation, letters etc., maintaining and updating student records in relation to work experience, managing and maintaining all relevant paperwork and administrative support required to support students and lecturers.

6. Operate relevant College information systems appropriately, checking information for accuracy, running reports, identifying causes for concern and raising any issues with the appropriate person, maintaining appropriate systems and records for the department, which pro-actively control key target dates, ensuring clear links are maintained with support departments, in particular MIS and Admissions.

7. Actively participate in parent evenings and enrolments and act as a first point of contact for students, noting student enquiries and action or pass onto the relevant person, processing student absence forms and take enquiries from external contacts, including social services, parents and contractors.

8. Assist with the organisation of trips for students, setting up accounts with Finance to enable payments to be made, booking the minibus, making any external bookings, including accommodation and event tickets as required, ensuring that all necessary administrative arrangements are completed.

9. Switchboard operator – support the effective operation of the organisation’s switchboard, ensuring all callers receive a high standard of customer service.

To ensure compliance with safeguarding guidelines, all applicants must complete the application form in full. This includes providing:

Please note, incomplete applications will not be considered. Your co-operation helps us maintain the highest standards of safety and care for children and young people.

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