Department / Location:
Job Title: / Faculty Administrator
Salary Grade / Job Level / Hours / Grade A
Responsible to: / Head of Faculty/Head of Service
Responsible for: / N/A
Job Purpose Statement:
- The role is designed to provide general administration to the faculty and/or departments, whilst providing a front-line enquiry service to all internal and external customers/clients. The postholder will play a key role in supporting the faculty/departmental manager in achieving organisational objectives.
Person Specification:
Qualifications and Professional Memberships [State whether Essential or Desirable] / Grade A
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- NVQ Level 3 or equivalent in relevant subject or able to demonstrate competency at this level
- GCSE grade C or equivalent in English & Mathematics or able to demonstrate appropriate level of competence at this level
Experience and Knowledge
- Knowledge and experience of using Microsoft Office Applications
- Experience working independently
- Experience providing administrative support to a multi-disciplined office
- Experience of organising meetings
- Experience of working in a confidential environment
- Accurate minute taking and agenda preparation
- Knowledge of good customer service techniques
- Experience extracting information and reports from databases
- Knowledge of standard financial procedures
Core Competencies / Level
Communication
- Ensures that all appropriate written or oral information is communicated to all necessary recipients in the most effective manner.
- Is accurate and complete as well as providing a clear, concise, presentation of the facts. Using acceptable grammar and spelling to ensure understanding.
- Shows active listening in situations where the communication is straightforward, using questions to glean specific information or facts. Concentrates and takes note of what is said.
- Acts on the content of the communication where appropriate and absorbs basic information given.
- Provides constructive positive feedback to others when asked.
- Understand how the team and department/function objectives fit into the overall College objectives and what outcomes are desired.
- Thinks about the customer when undertaking day-to-day work. Makes decisions with the customer in mind.
- Gives timely advice in response to requests and enquiries. Takes pride in delivering a high quality product or service.
- Focuses on the level of service provided by the team, looking to improve current standards.
- Actively seeks out feedback from customers and passes this on to others in the team/area.
- Helps to determine customer needs and promotes the service provided by the team.
- Clarifies what is expected. Is positive and enthusiastic about the job. Measures own progress.
- Respects the rights of others whilst achieving own objectives. Understands and works toward objectives set by others. Understand how to set simple SMART objectives given to complete tasks in own job role.
- Provides work on time and to required standards.
- Presents one’s self in a confident manner and works without needing direct supervision. Says ‘no’ in the face of unreasonable demands.
- Knows, understands and acknowledges own strengths, limitations and preferences.
- Organises own work effectively, creating own work schedule, prioritising, preparing in advance and setting realistic time frames. .
- Shows a willingness to learn. Seeks out and accepts guidance and advice.
- Has a basic understanding of the equipment and technology needed to do the job. Makes suggestions to current working methods.
- Considers the impact of own work on others.
- Focuses on developing specific skills or techniques needed in own job role. Practices and applies new knowledge or skills on-the-job.
- Is not afraid to seek advice from others.
- Puts in extra effort when needed to help others and willingly co-operates. Is open to new ideas and listens to others points of view.
- Is flexible and understands the role to be played as a team member to achieve the common team objectives.
- Understands and abides by the College Single Equality Scheme.
- Is flexible and adaptable to different people and situations.
- Knows when to pass a problem on to someone more senior or an expert.
- Thinks about a problem within clearly defined College policy, processes and procedures and specific objectives.
- Makes simple, low impact decisions taking into account full relevant information under supervision. Investigates routine problems in well-defined areas where full data is available.
- Selects a solution from clear options using proven methods.
- Generates practical ideas to improve efficiency in own area and tackle day-to-day problems.
- Is able to provide a clear explanation or convince immediate team members
- Uses facts, data and rational arguments to influence or persuade others
- Knows who to go to when decisions need to be made
- Understands basic negotiation techniques
- Understands the importance of collaboration
- Has a good understanding of the job role and relevant experience needed to be effective in the workplace
- Can apply to relevant areas
- Has qualified to the required standard for the job role
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Organisational Information
All staff are expected to:
Positively support equality of opportunity and equity of treatment to colleagues and students in accordance with the MidKent College Equal Opportunities Policy.Help maintain a safe working environment by:
Attending training in Health and Safety requirements as necessary, both on appointment and as changes in duties and techniques demand.
Following local codes of safe working practices and the MidKent College Health and Safety Policy.
Undertake such other duties within the scope of the post as may be requested by your Manager.
Main Responsibilities and Duties:
- Formulate agendas, organise supporting reports and briefing papers for meetings liaising with line manager, lecturers and other support staff as appropriate.
- Ensuring proper notice is given and agendas and supporting papers are issued in a timely fashion. Minute meetings,ensuring that appropriate arrangements are in place for continuity in the absence of the appointed DSA.
- Support faculty/department in recruiting and retaining students by implementing and reviewing relevant administrative procedures.
- Operate relevant College information systems appropriately, checking information for accuracy, running reports, identifying causes for concern and raising any issues with the appropriate person.
- Maintain appropriate systems and records for the faculty/department, which pro-actively control key target dates.
- Ensure clear links are maintained with support departments, in particular MIS and Admissions
- Provide a full administrative service for the faculty/department and ensure systems are periodically reviewed to ensure best practice.
- Actively participate in parent evenings and enrolments and act as a first point of contact for students, note student enquiries and action or pass onto the relevant person. Process student absence forms and take enquiries from external contacts, including social services, parents and contractors.
- Ensure that all departmental staff are fully aware of the system for reimbursement of expenses and sessional payments, including the relevant payroll and finance deadlines.
- Periodically validate faculty enrolment data under the guidance of the Head of Faculty/Head of Service to ensure the College is compliant with funding regulations and data quality is maintained.
Special Requirements:
- 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.
- Evening work may be required to service parent evenings and open events.
- During the course of your duties, you may acquire or have access to confidential information which should not be disclosed to any other person unless in pursuit of your duties or with specific permission given on behalf of the College.
To be signed by the post holder:
Signature: Date: