Team Administrator, the Communication Trust

April 2013

Dear Candidate,

Team Administrator, The Communication Trust

Fixed term to 31st March 2015

35 hours per week

£18,200 pa - £19,690 pa inclusive of LW Allowance

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

To apply please return the completed application form to the HR team by email or post by 10am, Monday 29thApril 2013. We will be interviewing on Wednesday 1st May.

Please ensure that you have addressed all of the skills listed in the person specification.

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

The Communication Trust

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.

It was founded by Afasic, BT, Council for Disabled Children and I CAN, who now form the programme board. I CAN are also the legal hosts for The Trust and support recruitment of new staff.
This small core group is supported by the Communication Consortium, a number of partners and stakeholders which includes nearly 50 voluntary and community groups who deliver services to help children communicate. These range from small charities to national organisations such as Scope and the National Literacy Trust.
The Trust’s work is supported by the Department for Education and other funders. More information can be found at

Job Description

POST:Administrator

BASED AT:31 Angel Gate, EC1

DURATION:April 2013 - 31st March 2015

REPORTS TO:Workforce Development Manager

Job summary

To provide administrative support for specific projects and other general tasks at The Communication Trust.

Specific responsibilities

KPI 1: General administration

Arranging Programme Board meetings, Consortium meetings, and team meetings, including co-ordinating dates, arranging venue and preparing refreshments
Taking minutes for all internal meetings as required and external meetings when requested
Preparing meeting papers (organising agendas, photocopying, binding and circulating)
Organising travel and accommodation for team members as required
Supporting the Workforce Development Manager with sourcing content for the external and local co-ordinator newsletters
Maintaining financial administration processes and systems
Ordering stationery
Supporting the Programme Managers with proofing activities when required
Supporting the Workforce Development Manager with the maintenance and development of the Speech,Language and Communication Framework (SLCF)

KPI 2: PA support

Providing support to the Director to book travel and accommodation when necessary
Managing the Director’s diary and ensuring papers are prepared in advance of meetings

KPI 3: Project support

Supporting all administrative tasks in relation to the development of an e-learning platform; inclusive of enquiry responses, website specific amends, mail outs and meeting preparations
Supporting data analysis of current projects
Supporting Programme Managers with distribution of materials and training collateral

KPI 4: Enquiries, resources, websites and conferences

Managing stock control of The Trust’s resources and the online and e-mail order systems
Managing the relationship with the distributor of our resources
Responsible for distributing resources to conferences that The Trust attends
Researching possible conferences to attend
Managing requests for speakers at conferences and working with the Programme Managers to find the appropriate team member to attend
Helping to maintain and update website content
Responding to internal/external email enquiries
Managing the enquiries phone line and fielding calls

KPI 5: Database update

Inputting new data onto our database
Working through current database ensuring contacts have correct attributes assigned

Personal development

Undertake relevant training and development, as required
Participate and contribute to one’s own performance appraisal and supervision sessions

General requirements

Attend and contribute to appropriate staff meetings and training
Adhere to all relevant health and safety protocols as they apply in the course of the work.
Ensure that all policies and procedures of The Communication Trust are adhered to at all times
Avoid any behaviour that discriminates against your fellow colleagues or potential employees
Safeguard at all times confidentiality of information relating to children, staff and the partners’ work

The list of duties and responsibilities is by no means exhaustive and the post holder may be required to undertake other relevant and appropriate duties as required and the role is subject to regular review and appropriate modification.

Personal specification

ESSENTIAL / DESIRABLE

Qualifications

GCSEs (or equivalent) English and Maths at grade A-C

/ Secretarial/ typing qualification

Experience

Previous office/administrative experience (paid or unpaid)
Experience of using Microsoft Office products, including Word, Excel, PowerPoint and Outlook
Experience of using a variety of office equipment including fax and photocopier

/ Knowledge of Raiser’s Edge
Knowledge of Sharepoint

Skills

The ability to manage a number of different tasks
The ability to communicate effectively in writing and by telephone
The ability to communicate appropriately in person to a wide variety of people
Good organisational skills
Good literacy and numeracy skills
The ability to take minutes of meetings
A good working knowledge of Microsoft Office software including Word, Excel, 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 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
The ability 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.

Summary of Terms and Conditions

Job Title: / Team Administrator
Term: / Fixed term until 31st March 2015
Start Date:
Location: / 31 Angel Gate, Goswell Road, London, EC1
Salary: / £18,200 pa - £19,690 pa inclusive of LW Allowance
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 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 Aviva. Employer contribution 4.5%, minimum employee contribution 3%.
Childcare Voucher Scheme: / TCT operates a childcare voucher scheme which allows staff to save on childcare costs.
Season Ticket Loan / Following the probation period, TCT offers an interest free loan to purchase an annual season ticket from the relevant rail company or London Underground Ltd.
CycleLoan / We offer an interest free loan to purchase a bike for travel to & from work, 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.
Application for Employment Form
Please return to:
Human Resources Team, I CAN, 8 Wakley Street, London, EC1V 7EQ
Email: : ,uk Fax: 020 7713 5497 /

Please complete this form in full supplemented by 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.

Position applied for: / 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?
Reason for leaving:

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 Factors

Referees

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.

1. / Name: / Telephone number:
Capacity known to you:
Address: / Confidential fax number:
E-mail address:
2. / Name: / Telephone number:
Capacity known to you:
Address: / Confidential fax number:
E-mail address:

Additional Information

Please give below any further information that is relevant to your application, eg: your application is for a job share; periods of time when you would be unavailable for interview; any special requirements should you be invited for interview – for instance, you require overnight accommodation.

Relationships

Are you related to or acquainted with any of the staff of The Communication Trust, If so, please give details:

Asylum and Immigration Act 1966

Do you require permission to work in the UK? / Yes / No

Rehabilitation of Offenders Act 1974

Have you ever been convicted of a criminal offence? / Yes / No
If yes please give details in a separate envelope. You are required to give details of a 'spent conviction' as provided by the Rehabilitation of Offenders Act 1974 as the post is one that involves direct contact with children where we need to know about all convictions.

List 99/ Protection of Children Act List

Are you included on List 99 or the Protection of Children Act List? / Yes / No

I confirm that the information given on this form is, to the best of my knowledge and belief, true and complete. I also give my consent to the processing of my personal data by computer or other means in relation to my job application and possible future employment.

Signed………………………………………………………..Date...... ………..

I CAN - Equal Opportunities Monitoring Form - Recruitment

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Please indicate how you would prefer to describe your sexual orientation (please tick)**

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By completing this form I understand that I give my consent under the Data Protection Act 1998 for the information contained in this form to be processed in accordance with I CAN policy for the purposes of equal opportunities monitoring.

*The categories used are those given by the Commission for Racial Equality.

** The categories used are those given by the Equal Opportunities Commission.