Administrative Officers

PURPOSE OF THE JOB: The postholder will assist with the efficient running of the section and will work as part of a team.

Main Duties and Responsibilities

• Assist in the provision of an administrative support service to include preparing agendas/minutes, organisation of meeting schedules, computerised and manual filing, photocopying, distribution of internal and external mail, telephones, dealing with queries and any other associated tasks
• Administrative duties associated with the processing and tracking of employee/employer records to comply with requirements for the completion of internal and external reports and the return of reports to Department for Economy & Department for Community – enrolments, registers, qualifications, achievements, personal details, employer information;
• Administer the processing, inputting and maintenance of college systems;
• Administrative duties associated with the production and analysis of statistical data as required by Management and external bodies;
• To support Management by keeping management reporting data up to date. This will include updating spreadsheets, collating data from others and ensuring that others have entered data;
• Liaise with other staff across a number of functional areas to carry out the duties associated with the post;
• Liaise with marketing and other staff as appropriate to ensure that public information on the website and other channels is accurate and up to date;
• Operate the College’s policies and procedures in relation to staff and/or students relevant to the Department;
• Provision of information and advice in relation to straight forward issues from customers/students/staff;
• Be responsible for the entering of purchase orders onto the College’s Agresso system as required;
• Be responsible for the completion and tracking of monitoring responses to evaluations/surveys;
• Assist with the compilation of claims and checking of data;
• Assist in the preparation for both internal and external audit and liaise with auditors as required;
• Work within a College Quality framework and ensure compliance;
• Provide administrative support to designated Managers as and when required;
• Plan and organise events and functions as appropriate;
• Ensure that all documentation and authorisation procedures are adhered to;
• Receive and handle cash in accordance with audit requirements;
• Undertake training to ensure familiarity with systems and procedures;
• Assist in providing support for other College Sections/Departments as required, particularly during peak enrolment periods;
• Provide a high quality, flexible and professional customer service to all users as measured against established service benchmarks;
• Provision of reception duties;
• Ensure full compliance with College Policies and Procedures on all aspects of Equality, Health and Safety and Quality Assurance;
• Develop strong working relationships within all teams within the College to ensure that objectives are met;
• Represent the department in a professional and positive manner with both internal and external stakeholders and in doing so reflect the values of the College;
• Ensure that all work and output is of the highest quality following all standards as agreed. This will include making recommendations for quality improvement and monitoring quality on an ongoing basis;
• Remain up to date and informed of the College, its products and developments.

The list of duties is not exhaustive. The postholder will be expected to undertake other relevant duties in order to meet any changing operational requirements. TERMS AND CONDITIONS Terms and conditions of employment are those as laid down by the Non-Teaching Negotiating Committee for Further Education in Northern Ireland and will include locally agreed terms and conditions.

Salary Scale Band 3 Scale Column Point 5, £24,790 to Point 6, £25,183 per annum. New appointments will normally be placed on the first point of the scale.

Hours of Work The hours of work will not normally be less than 36 per week for full-time posts. Part-time hours may also be available. The hours of duty which may be on any of the College sites will be such as laid down to meet the needs of the College and may include periods of duty after, as well as before 5.00 pm on any Monday to Friday.

Annual Leave Entitlement Entitlement to annual leave is 23 days in a full holiday year in addition to 12 public and extra statutory holidays. Annual leave will be pro-rata for part-time positions. Entitlement to leave in the first year of employment is pro-rata to the number of months completed.

Pension Scheme There is an Occupational Pension Scheme relating to employment with the College. Further details will be provided on appointment.

Other Employment No other employment should be entered into during the period of employment with the North West Regional College. No employment by or in the service of another person or body should be undertaken except with express approval of the Principal and Chief Executive.

POLICIES All staff have an obligation to comply with the statutory duties relating to Section 75 of the Northern Ireland Act 1998 and will be required to contribute to the implementation of the College’s Equality Scheme drawn up in accordance with this legislation. The North West Regional College as a public authority is committed to the promotion of Equality of Opportunity in accordance with the Northern Ireland Act 1998 Section 75. The College is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. Smoking is only permitted in designated areas in which smoking bins are located. This document can be made available in a range of formats, please contact HR Services with your requirements. English (Grade A*-C) or Essential Skills Level 2 (or higher) in Communication AND GCSE Maths (Grade A*-C) or Essential Skills Level 2 (or higher) in Numeracy, or NICATS Access Maths Modules, or any qualifications which are deemed to be equivalent.

The qualifications referred to above must be recognised and approved by DfE. Applicants with a disability who meet all the essential criteria for the post will automatically be offered an interview.