Reporting to the Assistant Principal - Resources
Hours:37 hours per week – TTO + 4
Grade: Sixth Form Colleges’ Support Staff Pay Spine, Points 32-34
Reporting to the Assistant Principal - Resources, the Resources & Administration Manager is responsible for the management of the College Office, Resource Centre, Faculty Secretaries and Reception staff ensuring that the functions of these areas are carried out to required standards and deadlines.
The role of the Resources & Administration Manager is predominantly management of the Resources & Administration team but will occasionally require a hands on role to support the rest of the team in many of the tasks, within the capabilities of the post holder, wherever necessary.
The College main office function needs to be available throughout the year, including during the curriculum holidays. It is expected that the Resources & Administration Manager’s holidays need to take into account the need to cover the main office and fit in with other staff who are also required to provide cover.
Responsibilities
- Lead, manage, motivate and develop a team of staff
- Plan, supervise, monitor and direct the work of the Faculty Secretary’s, Resource Centre Assistants and Reception staff in the areas listed above and undertake such work personally as appropriate.
- Establish, maintain and document effective operational procedures in all areas of Resources & Administration.
- Ensure that all work is carried out to required standards and deadlines including monitoring the progress of work.
- Manage and organise clerical support for faculties in administrating the Quality Audit checks including minute taking for faculty managers meetings, observations, learning walks, learner forums, work scrutiny groups and course/lesson planning.
- Manage the Resource Centre for use by other partner Colleges who have arranged to have the Resource Centre Services provided by Prior Pursglove College.
- Oversee the support of Exams in conjunction with the Exams Officer, ensuring all elements of the exams process function as required.
- Maintain a bring forward system and be the lead role in organising key College Events and activities liaising with College Managers (e.g. Support Managers, Faculty Managers, Senior Leadership Team);ensure all relevant people (including external providers) are clear as to their contribution, attendance and the production of documentation, materials etc are ready in time.
- Ensure an efficient and effective, welcoming communication system is in place through the college switchboard and main reception area.
- Managing the process of taking and recording student payments at office/reception
- Keep up to date with good office & administration practices and new developments undertaking training as required.
- Reviewing the performance and professional development of the staff of the Resources and Administration Team through the Trust’s appraisal process.
- In conjunction with others, organise and manage the regular training and development of the team.
- Ensure that all office machinery and equipment is repaired and maintained as required.
- Updating content on College Learning Platforms (e.g Moodle), Document Management Systems (e.g. Office 365, SharePoint) and Information Systems.Further development of learning resources in consultation with Faculties and external agencies as appropriate.
- Management of all the associated Cost Centres’ budgets in accordance with College regulations and procedures
- Ensure stock levels of all consumables (for example, office stationery, paper) are kept at reasonable levels. In discussion with others, arrange the ordering and delivery of large bulk items e.g. paper stocks.
- Ensure reasonable standards of conduct are maintained in the Resource Centre in conjunction with the Resource Centre Assistants.
- Management and organisation, in conjunction with others, of the daily usage of the Resource Centre facilities and campus computer rooms to ensure effective and efficient utilisation.
- Involvement in the College’s procedures for evaluation of the quality of a students’ experience in use of the Resource Centre and other services provided by the Resources & Administration team.
- Managing copyright and licences for materials used in the College
- Have a lead role in the management of the UCAS application process. Manage, organise and support members of the team who will providing support for the students of their faculties. Monitor the UCAS application process.
- Managing and administering the production of student, staff and governor identification badges
- Provide customer facing (e.g. Reception, Switchboard & Resource Centre) cover as needed
- Manage the Prior Pursglove College Archives and associated website.
- Carrying out such similar duties as may be required by the Principal, commensurate with the post.
This job description sets out the main responsibilities for the postholder, but is not intended to be an exhaustive list. Specific duties may change from time to time without changing the general nature of the post and the postholder is expected to be flexible in the range of responsibilities they undertake commensurate with the responsibility and salary.
Signed……………………………………………………… Dated ……………………………….
Person Specification – Resources & Administration Manager /Essential
- Proven Management experience
- Proven excellent organisational and administration skills.
- Advanced Office software package skills
- At least 2 A levels or equivalent Level 3 qualification or equivalent related work experience.
- Able to plan and prioritise own workload and those of others, work to deadlines and manage conflicting priorities.
- Able to lead, organise, manage, deploy and motivate others and demonstrate supervisory skills.
- Able to solve problems
- Demonstrate excellent communication skills
- Able to keep accurate records and work within agreed frameworks.
- Be proactive in exploring and recommending appropriate improvements in the areas which are being supported.
- Able to effectively train others
- Able to work constructively as part of the wider College team.
- Good shorthand or note taking skills
- Ability to delegate and identify the strengths of the members of a team
- Flexible and adaptable approach to work and a keenness to develop skills.
- Understanding of Data Protection and Copyright requirements.
- Enthusiasm and ‘can do’ attitude.
- Ability to interact and relate to students
Desirable
- Strong Database skills in production of reports
- Knowledge of library classification systems
- Experience of electronic library systems
- Experience of the use of Content Management based websites
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