October 2011
Dear Candidate,
Programme or Team Administrator, The Communication Trust
Fixed term to 31 March 2012
£18,000 - £22,000 per annum
35 Hours per week
London, EC1.
Thank you for your interest in applying for the above new role, please find following:
· Information about The Communication Trust
· Job Description & Person Specification
· The Application Form
If you wish to apply for one or both positions please indicate this on the application form.
To apply please return the completed application form to the HR team by email, post or fax by 9 November 2011. Please ensure that you have addressed all the skills listed in the person specification.
Interviews will be held in London on 14 November 2011. In the interests of economy we will only notify those candidates who are short-listed.
Thank you for your interest and we look forward to receiving your application.
Yours faithfully
Richard Thayre
Human Resources
Background
The purpose of The Communication Trust is to highlight theimportance of speech, language and communication across the children's workforce and to enable practitioners to access the best training and expertise to support the communication needs of all children. The Trust was founded by Afasic, BT, Council for Disabled Children and I CAN.
The Communication Trust manages a coalition of over 40 leading voluntary sector organisations with expertise in speech, language and communication and an advisory group that includes the Royal College of Speech and Language Therapists, Association of Educational Psychologists and the National Association of Head Teachers.
The Trust’s work is supported by the Department for Education and other funders. More information can be found at www.thecommunicationtrust.org.uk
The Communication Trust is a restricted fund of I CAN. I CAN is legally responsible for The Communication Trust. As such we follow I CAN safeguarding and all legal policies.
The Communication Trust
Summary of Terms and Conditions of Employment
Job Title: / Programme Administrator / Team AdministratorStart Date: / ASAP
Location: / 31 Angel Gate, EC1
Salary: / £18,000 – £22,000 per annum
Hours: / 35 hours per week with one unpaid hour for lunch each day, occasional out of hours working, overnight stays and some travel for which notice will be given.
Annual Leave / 25 days pro rata per annum plus bank holidays and Christmas closure
Probation: / There is a standard probationary period of 6 months.
Pension: / After 3 months, staff employed on a continuing contract, or temporary contract of minimum 6 months, are entitled to join the I CAN group pension scheme with Norwich Union. Employer contribution 4.5%, minimum employee contribution 3%.
Childcare Voucher Scheme: / TCT operates a childcare voucher scheme for staff which allows them to save up to 11% on childcare costs.
Season Ticket Loan / After 3 months service, TCT offers an interestfree loan to purchase an annual season ticket from the relevant rail company or London Underground Ltd.
Ride 2 Work scheme / We offer an interest free loan to purchase a bike as part of the Ride-2-Work scheme after passing the probationary period.
Employee Assistance Scheme / TCT operates an EAP which enables staff and their immediate families to access free, confidential independent support, 24 hrs/365 days a year on a wide range of work/personal issues e.g. stress, bereavement, financial issues etc.
Job Description
POST: Team Administrator
BASED AT: 31 Angel Gate, EC1
DURATION: Fixed term until 31st March 2012
REPORTS TO: Marketing Manager
Job Summary
To provide administrative support for the team at The Communication Trust, supporting the Hello campaign and the Trust’s programme of work.
Specific Responsibilities
KPI 1: Team and marketing administration
1. Arranging meetings, including co-ordinating date, arranging venue and preparing refreshments
2. Managing the database and inputting new data
3. Assisting with diary management
4. Ensuring team information including consortium library and contact information is correct and up-to-date
5. Organising travel and accommodation for team members as required
6. Preparing meeting papers (photocopying, binding and circulating)
7. Taking minutes for all internal meetings as required and external meetings when requested
8. Supporting the production of Trust e-newsletters
9. Supporting the Marketing Manager with the delivery of the Marketing Plan and the Conference Strategy
KPI 2: General Administration
1. Formatting or copy typing documents, setting up mail merge documents, producing PowerPoint presentations
2. Maintaining financial administration processes and systems
3. Supporting with administration in relation to HR processes
4. Developing and maintaining filing systems – both on line and hard copy
5. Carry out other administration duties when required
KPI 3: Enquiries and Resources
1. Manage stock control of The Trust’s resources and the online and e-mail order systems
2. Responsible for distribution of resources to conferences that Trust attends
3. Helping to maintain and update website content
4. Responding to internal/external email enquiries
5. Handling telephone enquiries and fielding calls
6. Organising stationery
Personal Development
1. Undertake relevant training and development, as required
2. Participate and contribute to one’s own performance appraisal and supervision sessions
General Requirements
1. Attend and contribute to appropriate staff meetings and training
2. Adhere to all relevant health and safety protocols as they apply in the course of the work.
3. Ensure that all policies and procedures of The Communication Trust are adhered to at all times
4. Avoid any behaviour that discriminates against your fellow colleagues or potential employees
5. Safeguard at all times confidentiality of information relating to children, staff and the partners’ work
Personal Specification Team Administrator
/ ESSENTIAL / DESIRABLEQualifications
/ · GCSEs (or equivalent) English and Maths at grade A-C / Secretarial / typing qualificationExperience
/ · Previous office/administrative experience (paid or unpaid)· Experience of using Microsoft Office products, including Word, Excel, Access, PowerPoint and Outlook
· Experience arranging meetings – liaising with meeting venues and diary management
· Experience maintaining financial administration processes
· Experience of using a variety of office equipment including fax and photocopier / Knowledge of the Raiser’s Edge database
Knowledge of Content Management Systems, preferably Sitecore
Knowledge of Dreamweaver software
Skills
/ · The ability to manage a number of different tasks· The ability to communicate effectively in writing, e-mails and by telephone
· The ability to communicate appropriately in person to a wide variety of people
· Good organisational skills
· Good literacy and numeracy skills
· A good working knowledge of Microsoft Office software including Word, Excel, Access, PowerPoint and Outlook
· Accuracy and attention to detail
· The ability to maintain manual and computerised filing systems and databases
· The ability to take minutes of meetings
· The ability to follow instructions
· The ability to work effectively as part of team and to support colleagues
· The ability to use initiative to work independently and manage own workload
· An understanding of the importance of confidentiality
· Able to prioritise tasks with support of line manager / Excellent knowledge of all Microsoft office software
Other factors
/ · Committed to the overall aims of The Communication Trust
· A flexible, positive attitude to performing a variety of duties
· Willing to develop/learn in the role and fit to undertake the duties of the post
· Commitment to safe guarding and promoting the welfare of children and young people
JOB DESCRIPTION
POST: Programme Administrator
BASED AT: 31 Angel Gate, EC1
DURATION: Fixed term until 31st March 2012
REPORTS TO: Programme Manager
Job Summary:
This role will provide administrative expertise to support the delivery of the Trusts programme of work. In particular the role will help to organise training events, consultation groups and conferences; print and collate materials; proof read and format documents and process and evaluate data producing reports and analysis as required.
Specific Responsibilities
KPI 1: Organising events and training
1. Support the delivery of the Youth Offending Team project by scheduling training sessions in partnership with key YOT contacts and arranging designated trainers to deliver the training
2. Collating and distributing supporting training documentation for delegates and ensuring the reach training events on time
3. Helping to organise conferences, consultation groups and other events when required
KPI 2: Evaluation and Data
1. Collating post training data from training events across the programme portfolio
2. Providing administrative support for evaluation across the programme portfolio and specifically of the Youth Offending Team project
3. Supporting with data collection and spreadsheet data input across the programme portfolio
4. Producing reports from evaluation and feedback on a number of resources / projects
5. Support in managing requests and enquires relating to The Trust’s qualifications programme of work
KPI 3: Enquiries and Programme Support
1. Support in managing requests and enquires relating to The Trust’s qualifications programme of work
2. Formatting documents
3. Preparing meeting papers (photocopying, binding and circulating)
4. Processing applications for the O2 Think Big project
5. Formatting, proof reading and copy typing documents
6. Setting up mail merge documents and producing PowerPoint presentations
Personal Development
3. Undertake relevant training and development, as required
4. Participate and contribute to one’s own performance appraisal and supervision sessions
General Requirements
6. Attend and contribute to appropriate staff meetings and training.
7. Adhere to all relevant health and safety protocols as they apply in the course of the work.
8. Ensure that all policies and procedures of The Communication Trust are adhered to at all times
9. Avoid any behaviour that discriminates against your fellow colleagues or potential employees
10. Safeguard at all times confidentiality of information relating to children, staff and the partners’ work
Person Specification - Programme Administrator
/ ESSENTIAL / DESIRABLEQualifications
/ · GCSEs (or equivalent) English and Maths at grade A-C / Secretarial / typing qualificationExperience
/ · Previous office/administrative experience (paid or unpaid)· Experience of using Microsoft Office products, including Word, Excel, Access, PowerPoint and Outlook
· Experience of using a variety of office equipment including fax and photocopier / Knowledge of the Raiser’s Edge database
Knowledge of Dreamweaver software
Skills
/ · The ability to manage a number of different tasks· The ability to communicate effectively in writing, e-mails and by telephone
· The ability to communicate appropriately in person to a wide variety of people
· Good organisational skills
· Good literacy and numeracy skills
· A good working knowledge of Microsoft Office software including Word, Excel, Access, PowerPoint and Outlook
· Accuracy and attention to detail
· The ability to set up and maintain manual and computerised filing systems and databases
· The ability to take minutes of meetings
· The ability to follow instructions
· The ability to work effectively as part of team and to support colleagues
· The ability to use initiative to work independently and manage own workload
· An understanding of the importance of confidentiality
· Able to prioritise tasks with support of line manager / Excellent knowledge of all Microsoft office software
Other factors
/ · Committed to the overall aims of The Communication Trust
· A flexible, positive attitude to performing a variety of duties
· Willing to develop/learn in the role and fit to undertake the duties of the post
· Commitment to safe guarding and promoting the welfare of children and young people
Please return to: Human Resources, The Communication Trust, 8 Wakley Street, London, EC1V 7EQ
Email: : Fax: 0845 225 4072 /
Please complete this form in full and use additional sheets if necessary. CV’s WILL NOT BE ACCEPTED
All personal data supplied to us on this form, which is subsequently processed on computer or by other means, is subject to the provisions of the Data Protection Act 1998.
State which position you are applying for or put “both”: / Closing Date: / Vacancy Ref No.:Where did you see this job advertised?
Personal details
Last Name: / Title: (Mr/Mrs/Miss/Ms/Dr/Prof) / First names: (for official purposes)Address: / Preferred name: (name you wish to be known as)
National Insurance number:
Post code: / Home telephone number:
E-mail address: / Confidential fax number:
Mobile telephone number: / Work telephone number:
If you are a teacher, please provide: / DfES number
GTC registration number
Employment (if applicable)
Name of current/last employer:Title/description of your current job and key responsibilities: / Start date: End date:
Current /Final Salary:
What period of notice are you required to give to your present employer?
Disability Discrimination Act 1995
Do you have any disabilities which may affect your application/employment? / Yes / NoIf yes please give details indicating
a. any adjustments which you feel should be made to the recruitment process to assist you in your application for this job;
b. any adjustments which you feel should be made to the job itself which would enable you to carry out the job.
Previous Employment
Start Date
/End Date
/Job Title
/Employer
/Reason for Leaving
Education and Qualifications
Date Gained
/Name of School/College/University
/Subjects
/Qualification and Grade
Training
Date
/Topic Covered
/Training Provider
Professional Membership/Registration
Issuing Body
/Registration Number
/Expiry Date
Suitability
Please assess yourself against the requirement of the Person Specification, giving examples of how you meet the defined criteria. Ensure you are concise and to the point. You may continue on additional sheets if necessary.
Qualifications – essential and desirable
Experience – essential and desirable
Skills and Knowledge – essential and desirable
Other FactorsReferees
Please give the names and addresses of two referees, one of whom should be your current or most recent employer. Students should give the names of a lecturer/tutor/supervisor as appropriate. If you are applying for a post involving direct contact with children, at least one referee must be able to comment on your child contact experience. We will normally request references before interview; if you do not wish us to contact them without your consent, please put a cross (X) next to their name.