Curriculum Administrator

HOURS: 36 hours per week (Consideration will be given to those looking to work a reduced hours contract/term time contract)

GRADE: Band 3, NJC Points 5 - 6 SALARY: £24,790 - £25,183 per annum

LOCATION: Greenbank Campus, Newry

Job Purpose

To provide a comprehensive administrative support service to the Assistant Director Curriculum (FE & Training) and to ensure that confidentiality of all communications is maintained.

Key Responsibilities and Accountabilities

The successful candidate will be responsible for any or all of the following duties:

• To provide administration support to the Senior Manager.

• Maintain an appointments and desk diary for the Senior Manager.

• Develop and maintain both a manual and computerised filing system for the Senior Manager.

• Attend meetings as required, taking minutes and ensuring circulation of same.

• Provide clerical support including word processing, reprographics, mail handling, requisition processing, and organising appointments.

• Receive and respond promptly to all of the Senior Manager’s correspondence.

• Prioritise, direct and dispatch the Senior Manager’s mail.

• Organise, prepare and follow up meetings both internally and externally.

• Ensure that the Senior Manager is administratively prepared for all meetings.

• Host and prepare light hospitality for the Senior Manager, visitors and guests.

• Assist the Senior Manager in the maintenance of staff time and attendance.

• Plan and organise events and functions as appropriate e.g. award ceremonies.

• Act as a minute secretary to the Team meetings as required.

• Liaise with middle and senior managers on matters relating to administration to ensure an effective, efficient and high level quality administration service.

• Undertake training with other PA’s and administration staff to ensure familiarity with systems and procedures.

• Assist in the collation of information, compilation and dissemination of reports for the Senior Manager.

• Assist in up-dating a Risk Management Register for the Functional Area.

• Undertake specialist projects as directed.

General

• Participate in the enrolment cover rota as appropriate.

• Assist in Campus Services duties as appropriate.

• May be required to undertake work outside normal working hours on occasions.

• Provide reports, written and oral, as required.

• Ensure that all documentation and authorisation procedures are adhered to.

• Contribute to internal processes for up-dating the Risk Management Register for the section.

Conditions

• Promote the College positively at all times.

• Abide by all College procedures and ensure these are implemented in area of responsibility.

• Within the context of the post, ensure full compliance with College health and safety requirements.

• Within the context of the post, ensure full compliance with College equality requirements.

• Any other duties appropriate to the grade and post, as assigned.

The location of the post will reflect the needs of the College and may be changed subject to the requirements of the College. Duties may change as the College develops, therefore the person appointed will be expected to be flexible in relation to duties performed as required.

It is anticipated that the post-holder will be required to adopt a flexible approach to the duties and responsibilities as outlined in this Job Description.

This is a description of the job as it is at present constituted. It is the practice of the College to periodically examine employees’ job descriptions and to update them to ensure that they relate to the job as then being performed or to incorporate whatever changes are being proposed. This procedure is normally carried out through discussions between the post holder and the line manager. It is the College’s aim to reach agreement to reasonable changes following consultation with the post holder.

Personnel Specification

Applicants must as a minimum, meet the essential eligibility criteria listed below.

Eligibility Criteria

Essential

A minimum of five passes at GCSE Level or equivalent including Maths and English.

A minimum of one year’s relevant experience in a busy work environment.

A working knowledge of a range of software packages including Microsoft Office suite.

Desirable

OCR/RSA Stage 2 (Parts I & II) Word Processing or equivalent qualification e.g., ECDL.

Other Essential Criteria

The role may entail travel between sites, and you are required to demonstrate how you are able to meet this requirement, e.g., whether you hold a full (i.e. not provisional), current driving licence which enables you to drive in Northern Ireland, and a car for official business, or have access to a form of transport which will enable you to meet the requirements of the post.