Administrative Assistant

Total hours of work

36 hours per week. However, the post holder will be required to adopt a flexible approach (including evening work) and to devote such time as may be required by the exigencies of the service.

Work pattern Monday - Thursday 8.45 am to 5.00 pm and Friday 8.45 am to 3.30 pm. Hours may vary from time to time to suit the requirements of the post.

JOB PURPOSE

To provide a quality administrative support service for the efficient and effective delivery of Training and Apprenticeship programmes.

MAIN DUTIES AND RESPONSIBILITIES

Administration

1. Assist in the provision of an administrative support service within the Training Organisation to include filing, photocopying, distribution of internal and external mail, telephones, dealing with queries and any other associated tasks.

2. Routine clerical/administrative work to include word processing duties.

3. Administrative duties associated with the processing and tracking of trainee/client records regarding funding – enrolments, qualifications, achievements, personal details, employer information.

4. Assist in the preparation for both internal and external audit and liaise with auditors as required.

Management Information Systems

1. Collate documentation relating to the TAMS system including timesheets, certificates and milestone achievement records.

2. Input and maintain data to the TAMS systems to ensure that records are accurate, timely and complete.

3. Assist the Finance and Information Systems Officer in the preparation of weekly and monthly reports for the Head of Training Programmes and Apprenticeships to meet specified deadlines,

4. Deal with queries from trainees and/or their parents/guardians regarding weekly wages relating to holidays, sick leave, absences and travel.

5. Assist with the operation of existing management information systems procedures.

Finance

1. Complete weekly payroll to meet specified deadlines.

2. Complete accurate monthly claims for all Training and Apprenticeship programmes, within the campus, to meet specified deadlines.

3. Assist in preparation and issuing of monthly invoices and statements to employers and other training providers.

4. Assist in the preparation of financial reports to the Finance Department, Head of Training Programmes and Apprenticeships and Senior Financial Information Systems Officer in order to facilitate the dispersal of TO surplus to schools.

5. Calculate process and issue travel expenses to trainees.

NOTES

1. This is a description of the job as it is at present constituted. The duties and responsibilities are intended to give a broad indication of the variety of tasks the post holder may be asked to undertake. It should be noted that a job description is not an exhaustive list of activities and staff may be asked to carry out duties commensurate with the grade of the post. The job description may also be amended to take account of changed circumstances, and staff will be consulted when this is necessary. It is the College’s aim to reach agreement to reasonable changes, but if agreement is not possible, the College reserves the right to insist on changes to a job description after consultation with the post holder.

2. In carrying out the duties and responsibilities of the post it is expected that the post holder will do so in accordance with the College Ethos Equal Opportunities Policy and that in doing so the post holder will contribute to the discharge of Section 75 statutory duties and implementation of the College Equality Scheme

3. This is a post which is governed by The Protection of Children and Vulnerable Adults (Northern Ireland) Order 2003. Before appointing anyone to this post, it is policy to ask for the relevant check to be carried out by Access NI.

4. The College operates a no smoking policy and all staff are expected to adhere to this.

5. In order to deliver its objectives, the College has developed to the following set of values and all staff expected to work within these;

• Solution focused

• Excellence driven

• Responsive

• Collaborative

6. All staff at Deputy Head of School Level and above (including staff on NJC Terms & Conditions, band 6 and above) are required to participate in day, evening and holiday cover rotas as required.

7. All Staff are required to contribute to a healthy and safe working environment and to adhere to all health and safety regulations and College policies.

8. All staff have a responsibility for ensuring that risks are managed at College, team and individual level. This process will include the assessment and effective control of all acceptable risk situations.

9. All Budget holders will be responsible for ensuring the delivery of a balanced budget across their area of responsibility, including the delivery of any agreed cost improvement programmes.

10. Staff will be expected to participate in staff training and development activities to update and enhance their own knowledge, skills and professional competence needed to fulfil the role effectively.

11. Please note that a waiting list may be created from this post from which further appointments may be made should the same or a similar post arise within six months of the interview date. Please note such posts may be based at any College Campus.

Selection Criteria

Administrative Assistant – Training Organisation

Essential Assessment Criteria

1. One year’s administrative / customer services experience within an office environment.

2. Hold 5 GCSE’s, grade A-C or equivalent, including English Language and Maths.

3. Demonstrate experience in the use of Management Information Systems, Microsoft Packages or other specialist software for record keeping and data collection.

4. Demonstrate excellent written and oral communication skills.

The above are minimum criteria. These may be enhanced at the discretion of the Selection Panel.