SELBY COLLEGE

POST OF SENIOR SECRETARY

Job Purpose

To provide a high standard of professional secretarial and administrative support to all customers ensuring a coherent and systematic approach is developed and maintained.

KEY ACCOUNTABILITIES

  • Assist in the receipt, opening, sorting, franking and distribution of college mail
  • Use MS Software and in-house systems i.e Sharepoint to their best advantage
  • Copy typing ie schemes of work, letters, reports etc
  • Desktop publishing of flyers, brochures, menus, certificatesetc
  • Mail-merge of correspondence
  • Assist with student UCAS applications
  • Provide assistance and support of project work, as and when required
  • Assist with the organisation of college events, as required
  • Assist with administrative tasks, as required
  • Service College Health and Safety and other meetings. Evening support may occasionally be needed
  • Deal with general enquiries face to face and over the telephone
  • Take an active part in team briefings and secretarial meetings
  • Adhere to agreed office practice and systems
  • Be pro-active in improving work practices
  • Demonstrate key customer care skills
  • Assist in maintaining a high level of secretarial support forcollege during periods of absence of other secretarial team members, due to absenceor heavy/changing workloads etc.

Note: The above list is not exhaustive and from time to time you may be required to work on other initiatives outside your base office.

GENERAL (All Staff)

*Implement the College’s current Quality Assurance systems

*Participate in staff training, development and appraisal systems to enhance

personal performance and organisational effectiveness

*Adherence to College policy on Equal Opportunities and Health & Safety

*Team participation: all members of teams are required to contribute to

ensure team responsibilities are discharged as effectively as possible

*Work flexibly to meet the needs of the business customers

*Other duties or responsibilities as are commensurate with the post, according to the demands of the service

RESPONSIBLE TO

Principal’s Personal Assistant

TERMS & CONDITIONS

Salary:£17,373per annum

Holidays: 25 days per annum rising to 30 on completion of five years college service, plus 8 bank holidays

Hours:37 hours per week, full year

Monday – Thursday8.30am–5.00pm

Friday8.30am – 4.30pm

BENEFITS

Local Government Pension Scheme

Employee Development Scheme, annual £300 to spend on approved Selby College courses upon satisfactory completion of probationary period

Staff Development to assist you to do your job

Employee of the Month Scheme, £50 and extra days holiday to winner

Nursery Provision on site

Childcare Voucher Scheme

Hair & Beauty salons on site

* Refectory & Training Restaurant offering wide selection of meals.

Note

This Job Description is current as at July 2017. In consultation with the postholder, it is liable to variation by the College to reflect actual, contemplated or proposed changes in or to the role.
SELBY COLLEGE

PERSON SPECIFICATION

POST OF SECRETARY

Essential Desirable How Identified

Qualifications

NVQ3 Administration or equivalentXA

5 GCSE’s at Grade C or aboveXA

or equivalent [must include English]

RSA Level 3 or equivalentX

Computing qualification eg CLAITXA

Experience

Office experienceXA

RelevantadministrationXA

Strong customer care skillsXA

Minute takingXA/I

Supporting and working withXA/I

staff at all levels

Skills

Positive attitudeXI

ConfidentialityXA/I

FocusedXA/I

IT skills (Microsoft Office)XA/I

Effective communicatorXA/I

Strong organisational skillsXA/I

Strong attention to detailXA/I

Good time managementXA/I

Flexible ApproachXA/I

Ability to work independentlyXA/I and as part of a team

Knowledge and Understanding

Quality Assurance ProcessesXA/I

Key:A - Application; I - Interview