ROLE PROFILE

Job Title: Regional Support Administrator

Work Base: Wrexham

Reporting to: Regional Manager

Job Purpose: To support and underpin the work of the regional 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: Permanent

Hours of work: Part time (24.5 hours per week)

Pay scale: A&C 15-22

Main duties and responsibilities:-

  1. To support and underpin the work of the regional team by providing a range of administrative duties, including: data processing duties, collect and submit class fees, monitor of petty cash, process tutor pay claims and log learner support details
  1. Provide general office support such as: welcome visitors and prepare refreshments, prepare rooms for meetings and classes, answer the telephone, photocopying, deal with incoming and outgoing post and respond to general email enquiries.
  1. To maintain accurate finance receipt and banking arrangements
  1. To prepare and disseminate tutor packs including assessment workbooks and information as appropriate to the regional provision
  1. Data processing tasks, including use of the organisation’s MIS databases to record regional course details, process learner enrolmentsand evaluations, process learner support requirements and/or requests, and other information as required
  1. To process all tutor pay claims and monitor using the MIS tutor database
  1. To liaise with tutors and/or partners to ensure issues and queries are resolved
  1. To issue and monitor the regions petty cash allocation.
  1. To collate, record and bank the region’s class fees, complying with the designated reporting systems
  1. Respond to routine enquiries from learners, members, stakeholders, the public andinternal staff
  1. Provide business and administration support to ensure accurate administration and record keeping in relation to all agreed provision, finance and quality
  1. Work as part of a team to support part-time tutors and ensure that theyare kept informed of all relevant organisational policies and procedures
  1. Provide general administration assistance to learners and members for the purpose of strengthening the organisation as a voluntary movement
  1. Work as part of the regional team to promote the regional programme and any projects running in the region to include poster production, mail outs and submission of data to a broad variety of social media
  1. Work as part of the regional team to organise and record all internal quality and staff development activities for the Region
  1. 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
  1. To ensure that audit requirements are adhered to and that Files and Records are maintained accordingly. Responsible for creating and managing the data files for Internal Audit
  1. Take an active part in applying continuous improvement across the organisation
  1. Work in accordance with the Data Protection Act and to ensure that all data protection concerns are reported to the organisations Data Protection Controller
  1. Contribute to staff meetings, organisational initiatives and developments
  1. Comply with all organisational policiesand procedures, keeping abreast of changes and making any necessary changes to administrative systems
  1. Ensure that all aspects of the organisations financial instructions and standing orders are followed
  1. Ensure the safe working practices are used and appropriate and Health and Safety legislation adopted
  1. Actively support and practice equality of opportunity in the workplace
  1. 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
  1. 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 generaleducation including Englishand Mathematics GCSE/OLevel or equivalent. / Relevant IT qualification at Level 2 or above.
EXPERIENCE / 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 offiling systems/ record keeping; collation of information; photocopying & scanning; data input; arranging meetings,assisting other staff andmembers of the public.
Experience of raising purchase orders & invoice requests, banking, receipt of monies received. / Assisting in course provision advertising, ‘mailouts’, events etc.
Experience of working inpost 16 education office environment.
Working with database and data processing systems.
SKILLS, KNOWLEDGE, ATTITUDE / Good all round IT skillscovering 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 andcommunication 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 andadministration skills.
Excellent telephone manner
Ability to work to deadlinepressures, on own initiativeincluding 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 officesystems and procedures to aid ongoing development and improvement.
Understanding of dataconfidentialityrequirements.
WORKING PATTERN / Willing to work flexibly, including occasional weekend and evening work if required.
OTHER REQUIREMENTS / Willing to travel as the post requires.
An awareness of the Welshculture and language and a positive attitude andcommitment to learning Welsh within a given timeframe. / Welsh Language skills at level 4 (advanced)

APPLICATION FORM

Vacancy Applied for / 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 WEA YMCA CC Cymru you will need to provide original copies of qualification certificates and proof of your eligibility to work in the UK.

Please return to:-
or to V. Knappett at the address below:-
WEA YMCA CC Cymru, 7 Cooper’s Yard, Curran Road, Cardiff, CF10 5NB
Tel: 02920 235277 / 02921 678712
WEA YMCA CC Cymru 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 / 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
EQUAL 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 WEA YMCA Cymru.. 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 WEA YMCA Cymru.
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
Prefer not to say

Regional Support Administrator1April 2016