Fixed Term Post of 6 Months

REGIONAL SUPPORT ADMINISTRATOR

Fixed term post of 6 months

Full time 35hours per week

£17,834 per annum

Based in Swansea

About the Job

The post holder will support and underpin the work of the delivery team by providing a range of administrative duties, including registering courses onto the Management Information Systems (MIS), print tutor packs, processing tutor pay claims, and logging all learner details and support requirements. The post holder will ensure accurate administration and record keeping in relation to all agreed provision, finance and quality.

About you

You will have a good standard of education with a relevant IT qualification at level 2 or above an advantage. You will have good IT skills and be able to demonstrate a good working knowledge of Excel, Word and database systems. You will be well organized, methodical and an excellent communicator. We are currently seeking to increase Welsh language skills within the organisation and we encourage and welcome applicants who possess, or are willing to develop (with support) advanced Welsh language skills.

About Addysg Oedolion Cymru | Adult Learning Wales

Addysg Oedolion Cymru | Adult Learning Wales is a democratic, independent and voluntary movement, committed to widening participation, promoting active citizenship and skills development and providing the best quality learning, through a collaborative approach, working across the whole of Wales.

About our benefits

Generous holiday allowance of 30 days per year
Generous Bank holiday and additional discretionary holidays
35 hour working week
Career average pension scheme – LGPS & TPS

The closing date Thursday 9th November 2017 at 5pm

Interviews for this post will be held on 20th November 2017

How to apply

Please note CV’s are not accepted, please apply by completing an application form and return to
u

DRAFT ROLE PROFILE

Job Title: Regional Support Administrator

Work Base: Swansea

Reporting to: Regional Manager

Job Purpose: To support and underpin the work of the delivery team by providing a range of administrative duties, including registering courses onto the Management Information Systems (MIS), collection and submission of class fees, monitoring of petty cash, processing tutor pay claims, and logging all learner details and support requirements.

Length of contract: Fixed term 6 months

Hours of work: Full time 35 hours per week

Pay: A&C 15-22,£17,834.75 per annum

Main duties and responsibilities:-

To support and underpin the work of the delivery team by providing a range of administrative duties including: data processing duties; collection and submission of class fees; monitoring of petty cash; processing tutor pay claims; and logging learner support details.
Provide general office support such as: welcome visitors, prepare rooms for meetings and classes, answer the telephone, photocopying, deal with incoming and outgoing post and respond to general enquiries.
Maintain accurate finance receipt and banking arrangements.
Prepare and disseminate tutor packs including assessment workbooks and information as appropriate to the delivery provision.
Complete data processing tasks, including use of the organisation’s MIS databases to record course details, process learner enrolments and evaluations, process learner support requirements and/or requests, and other information as required.
Process and monitor all tutor pay claims using the MIS tutor database.
Liaise with tutors and/or partners to ensure issues and queries are resolved.
Issue and monitor the petty cash allocation.
Collate, record and bank class fees, complying with the designated reporting systems and financial regulations.
Respond to routine enquiries from learners, members, stakeholders, the public, and internal staff.
Provide business and administration support to ensure accurate administration and record keeping in relation to all agreed provision, finance and quality.
Work as part of a team to support tutors and ensure that they are kept informed of all relevant organisational developments, policies and procedures.
Provide general administration assistance to learners and members for the purpose of strengthening the organisation as a voluntary movement.

Work as part of the delivery team to promote the delivery programme, including any projects to include poster production, mail outs and the submission of data to a broad variety of social media.
Work as part of the delivery team to organise and record all internal quality and staff development activities for the region
Work closely with the MIS and Technology Support Officer to work within organisational guidelines to ensure data quality and accuracy, and take action to detect and correct errors.
To ensure that audit requirements are adhered to and that files and records are maintained accordingly.
To be responsible for creating and managing the data files for Internal Audit.
To cover for any colleagues and carry out any other duties and responsibilities as reasonably required by the post.

To be active in reporting to task groups and team meetings as appropriate to the role.

Taking an active part in applying continuous improvement across the organisation.

To undertake personal and professional development as required by the post.

To work in accordance with the Data Protection Act and to ensure that all data protection concerns are reported to the organisations Data Protection Controller.

Contribute to staff meetings, organisational initiatives and developments.

To comply with all organisational policies & procedures, keeping abreast of changes and making any necessary changes to administrative systems.

To ensure that all aspects of the organisations financial instructions and standing orders are followed.

To ensure the safe working practices are used and appropriate and Health & Safety legislation adopted.

To contribute to the effective management and promotion of safeguarding and equality, diversity and inclusion.

To work in a way that is sensitive to the Welsh language and complies with the Welsh Language Measure 2011 and our duties in implementing the Welsh Language Standards.

To be willing to travel across Wales and work flexibly according to the role if appropriate.

PERSON SPECIFICATION

CRITERIA / ESSENTIAL / DESIRABLE
EDUCATION, TRAINING AND QUALIFICATIONS / Good standard of general education including English and Mathematics GCSE/O Level or equivalent / Relevant IT qualification at Level 2 or above
EXPERIENCE / An understanding of quality
Experience of the normal range of office administration duties, including but not limited to: answering the telephone; relaying messages; dealing with mail/postings; word processing, maintenance of filing systems/ record keeping; collation of information; photocopying & scanning; data input; arranging meetings, assisting other staff and members of the public
Experience of raising purchase orders & invoice requests, banking, receipt of monies received / Assisting in course provision advertising, ‘mail outs’, events etc.
Experience of working in post 16 education office environment
Working with database and data processing systems
SKILLS, KNOWLEDGE, ATTITUDE / Good all round IT skills covering use of all basic office software applications i.e. word processing, spreadsheets, databases etc.
Proficiency in use or e-mail, Web search engines etc.
Excellent interpersonal and communication skills. Good at maintaining existing/laid down systems/procedures and/or adapting to new systems/procedures
Flexible, honest and reliable
Well organised, methodical, accurate organisational and administration skills
Excellent telephone manner
Ability to work to deadline pressures, on own initiative including capability to prioritise workload when needed. Work well alone and as part of a team
Prepared to undertake training in order to enhance skills / Mail merge, Desk Top Publishing
Development of new office systems and procedures to aid ongoing development and improvement
Understanding of data confidentiality requirements
WORKING PATTERN / Willing to work flexibly, including occasional weekend and evening work if required
OTHER REQUIREMENTS / Willing to travel as the post requires
Willing to develop advanced Welsh skills within a given timeframe / Advanced Welsh Skills
You can:

Usually follow most conversations or discussions, even on unfamiliar topics, unless the speaker has a strong or unfamiliar accent.
Talk confidently with fluent speakers about familiar subjects relating to work, and can express an opinion, take part in discussion, and talk extensively about general topics, e.g. in meetings or one-to-one situations.
Understand most correspondence, newspaper articles and reports intended for fluent speakers with the aid of a dictionary and can scan long texts to find details.
Complete forms and write reports relating to work and respond accurately to most types of correspondence from internal or external sources.

APPLICATION FORM

Vacancy Applied for: Regional Support Administrator (6 months) / Application reference number (for office use only)

Please ensure that all sections of this form are completed.

Personal Statement
Please outline your suitability for the post, referring closely to the person specification when writing your personal statement.
Please Continue on a separate sheet if necessary.
Membership of Professional Bodies
Name of Body / Grade of Membership / Admission Date
Training and Personal Development
Please indicate any training and personal development activities you have undertaken which you feel are relevant to your application
Training/CPD undertaken Date
EMPLOYMENT HISTORY
Please give details of employment to date including voluntary work in chronological order starting with your current or most recent employment.
Please continue on a separate sheet if necessary
Dates / Employer / Brief outline of Duties and Responsibilities / Reason for leaving
From: / To:
QUALIFICATIONS
Please indicate relevant academic and teaching qualifications.
Academic Qualifications / Date Achieved
Teaching Qualifications / Date Achieved
Basic Skills/ESOL qualification (please specify)
Welsh Speaker / Yes/No
Welsh Writer / Yes/No
Some Welsh / Yes/No
Other Languages
Please state your preference of language for future communication / English / Welsh
Are you able to provide evidence of your eligibility to work in the UK? / Yes/No
(for more information please contact HR Department)
Do you have a full driving license? / Yes/No
Do you have access to a vehicle / Yes/No
Please indicate where you heard of this vacancy specifying the website/publication
REFERENCES
Please provide in full, the name, address (including post code) and telephone number of two references, one of which should be your most recent employer where possible.
References will be requested for all successful applicants.
REFEREE 1.
Organisation name:
Organisation address: / Name of Referee:
Job title or Relationship:
Email address/telephone number:
REFEREE 2.
Organisation name:
Organisation address: / Name of Referee:
Job title or Relationship:
Email address/telephone number:

PLEASE NOTE – on appointment by the Adult Learning Wales you will need to provide original copies of qualification certificates and proof of your eligibility to work in the UK.

Please return to:- u
or to J. Jones at the address below:-
Addysg Oediolon Cymru /Adult Learning Wales, Bangor Office, Bryn Menai, Holyhead Road, Bangor, LL57 2JA
Tel: 01248 363940
Addysg Oedolion Cymru / Adult Learning Wales is an equal opportunities employer

EQUAL OPPORTUNITIES MONITORING FORM

Please note that this form will be removed from your application and will not be taken into consideration during the recruitment process.

Vacancy Applied for: Regional Support Administrator (6 months) / Application reference number (for office use only)
SECTION 1
PERSONAL DETAILS
Title: / First name: / Last name:
Address including postal code:
Daytime Telephone Number
Mobile Telephone Number
*Email Address:
* Please note that your email address will be used as a primary source of communication wherever possible, so please ensure its accuracy
QUAL OPPORTUNITIES MONITORING
We would be grateful if you take the time to provide us with the equal opportunities information detailed below. We collect this information to monitor and evaluate distribution of diversity across the Adult Learning Wales. We also use this information to ensure that we comply with legislation.
Please indicate the categories which you feel most appropriately describe yourself.
Gender: Male Female
Do you consider yourself to have a disability? YesNo
If yes, is the disability registered? YesNo
If yes, please indicate whether the disability is physical or learning related
Physical
Learning related
Applicants with a disability who successfully secure an interview will be given the opportunity to discuss how we can accommodate their needs both during the recruitment process and in the event that they secure employment with the Adult Learning Wales.
Please specify your age range: -
16 – 20 20 – 29 30 – 39 40 – 49 50-59 60+
How would you define your ethnicity?
WhiteAsian IndianMixed white and Black Caribbean
BlackAsian PakistaniMixed white and Black African
Black AfricanAsian BangladeshiMixed – white and Asian
Black CaribbeanChineseOther mixed background
Black OtherOther AsianOther
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