Job Profile
Job Title: Senior Administrative Assistant – School Partnership Office
Job no: 0000ADI
Reports to: Head of School Partnership/Co-ordinator for School Partnership
Hours: 1.0 FTE
Campus base: Based at Bognor Regis Campus but required to work at any centre where University business is conducted that is within reasonable distance of the campus base.
______
Function of the Post:
You will work, within the Department of Education, as part of the School Partnership Office; a small team that develops, manages and supports the teacher training partnership with schools.
The function of this post is to provide focused support to assist and engage with the development of relationships between students, the Education Department, education establishments including schools, colleges and the University and Government bodies including Ofsted and external examiners. The role will assist the Head of School Partnership and Co-ordinator for School Partnership in facilitating business and administrative support, meeting targets for and working with other University or external support services/partners as appropriate.
With a flexible attitude, good communication and interpersonal skills, you will liaise with and support students, staff and school based staff.
Principal Accountabilities:
1. To remain in close liaison with schools and co-ordinators of school placements for all periods of School Experience. This will include face to face, telephone and written communication
2. To ensure that links with existing schools are maintained and new links established as required.
3. To negotiate placement offers with Head teachers and Professional Tutors in schools detailing the benefits and requirements of hosting a placement in addition to negotiating appropriate classes and mentor support.
4. Assist to review, recommend and implement practices and processes to improve services.
5. To produce appropriate lists, documents and communications with schools, students, University staff and link tutors in relation to the organisation of placements.
6. To organise the allocation of placements, taking a wide range of factors and variables into account, which include student requirements, travel constraints, availability of schools and programme requirements.
7. Facilitate and sustain effective liaison with academic and professional support services as well as external agencies, institutions and support organisations.
8. To organise student briefing meetings and documentation prior to periods of School Experience.
9. To organise required mentor training prior to each School Experience including liaison with schools and tutors.
10. In liaison with Programme Co-ordinators, organise and prepare School Experience handbooks.
11. To co-ordinate the organisation of transport to schools, and where appropriate accommodation, for student teachers on school placement and develop systems for monitoring and regulating the cost-effectiveness of these arrangements.
12. To arrange external examiner visits to schools, ensuring the dissemination of appropriate documentation to schools, external examiners and tutors.
13. To undertake a wide range of administrative tasks as agreed with the Head of School Partnership and Co-ordinator for School Partnership which will support students in achieving their placements and to handle mail and deal with correspondence as appropriate including:
· Administer a range of financial documentation including invoices, payments to schools, student and staff travel claims, Associate Tutor travel claims
· The organisation and delivery of Partnership Training Days and Partnership Briefing meetings.
· Assist with the collation of documentation for external quality audits, such as Ofsted.
· Service and provide administrative support for a range of meetings, complying with established University protocols on the management of such meetings.
· Organise and maintain files and computerised records, databases and filing systems.
Other duties:
You are required to undertake such other duties appropriate to the grade and content of the work as may reasonably be required of you. Therefore, the list of duties in this job profile should not be regarded as exclusive or exhaustive. Please note that, in consultation with you, the University reserves the right to update your job profile to reflect changes in, or to, your post. Job profiles are usually updated during annual Performance Review and Development Plan (PRDP).
Diversity:
The University believes that everyone has the right to be treated equally and that the diversity of individuals and groups should be embraced, valued, and respected. The University is committed to eliminating any form of discrimination be it direct, indirect, harassment or victimisation, and to support this the University has a number of policies that you should ensure you are familiar with and compliant to. All policies are available on the University’s Intranet. Any breaches may lead to termination of employment.
Health & Safety:
You are responsible for ensuring that workplace responsibilities within the Section are carried out with full regard to, and in support of, the University’s Health and Safety Policy (available on the HR page on the University’s Intranet).
Sustainability and Environment:
The University is fully committed to sustainable development and environmental initiatives. It accepts its environmental responsibilities and recognises the contributions it can make to the resolution of global, regional and local environmental issues. The University will continuously seek to improve its environmental performance and will comply, as a minimum, with all relevant environmental legislation, regulations and codes of practice. All staff are required to support the aims of the University's Environmental & Sustainability Development Strategy.
Data Protection:
You will be responsible for ensuring that workplace responsibilities, within the Section, are carried out in compliance with the requirements of the Data Protection Act and the Employment Practices Data Protection Code 2002, especially concerning confidentiality, treatment of personal information and records management.
Right to Work:
The current British and European Law states that the University cannot employ a person who does not have permission to live and work in the UK. Immigration guidance information is available on the HR Website for further information.
Disclosure Service Certification from the Disclosure and Barring Service:
University staff may be required to hold Disclosure Service certification from the Disclosure and Barring Service (DBS). The University is a registered body with the Disclosure Service, reference number 20537300005. New members of staff will be required to apply for Disclosure Service certification as part of the University’s staff recruitment process. Further information about the Disclosure and Barring Service is available from the DBS website at www.homeoffice.gov.uk/dbs or from the University’s Human Resources Department. Under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1075, applicants for teaching or academic posts are among those who are not entitled to withhold information about any previous criminal conviction.
Principal Attributes and Person Specification:
Essential requirements are those, without which, the candidate would not be able to do the job. It is expected that the post holder will have the knowledge and qualifications indicated, or equivalent qualifications and experience.
Desirable requirements are those which would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements.
Essential / Desirable / Evidenced throughKnowledge and Qualifications / Educated to Foundation degree level or equivalent level experience
GCSEGradeC or above in English and Maths, or equivalent Literacy/Numeracy qualification or experience / Knowledge of theHE environment.
Knowledge of Initial Teacher Training/Schools.
Relevant higher or professional qualification. / Application/CV
Documentary evidence
Skills / Well-developed verbal/written communication skills to deal with a variety of stakeholders.
Good interpersonal skills, with effective communication skills in both verbal and written form, including note taking.
Ability to work effectively with individuals from a diverse base which includes academics and business owners
Managing sensitive situations effectively
Computer literate with accurate keyboard skills using Microsoft Office applications, or similar.
Prior experience to demonstrate effective organisational, time management and administrative skills.
Prior experience to demonstrate accuracy and attention to detail. / Application/CV
Interview
References
Experience / Experience of undertaking a wide variety of general administrative tasks.
Demonstrate experience of providing effective and efficient administrative support within a pressurised environment
An ability to work on own initiative, with the flexibility to work as part of a team.
Experience of undertaking a high volume of tasks within tight time frames and with competing demands. / Application/CV
Interview
References
Personal attributes / A pro-active team player who brings an enthusiasm and a flexible and helpful attitude to work.
Able to communicate effectively with staff at all levels, students and external parties.
Use of initiative and a positive approach to continual improvement.
Accurate, methodical and well organised to enable the maintenance of administrative systems, procedures and records. / Interview
References
Salary Grade: Grade 8
Date profile is raised: June 2013
1