JOB DESCRIPTION
POST: Disability Advice Team Administrator
POST REF:
SCHOOL / DEPARTMENT: Disability Advice Team
GRADE: 3
REPORTING TO: Disability Advice Team Manager
MANAGEMENT RESPONSIBILITY: None
JOB PURPOSE
To work within the Disability Advice Team to assist the effective delivery of support to students and applicants through the establishment and maintenance of effective and efficient administrative and financial systems and processes.
To provide administrative support for the Service across a range of activities including student data processing management, supporting disabled students with grant application processes, assisting staff with timesheet entries and submitting large invoicing runs to financial services.
DUTIES AND RESPONSIBILITIES:
1. Work closely with the Disability Advice Team Manager to implement effective and efficient administrative systems and processes to facilitate the delivery of support to disabled applicants and students.
2. Implement and maintain effective administrative systems for Disabled Students’ Allowances (DSAs) funded support and other funding streams where appropriate and to organise systems for invoicing.
3. Liaise with external funding bodies and providers to ensure effective re-imbursement of monies related to supporting disabled learners at the university.
4. Respond to student/applicant enquiries via e-mail, telephone and in person and provide support to students with the processes of applying for and claiming DSA.
5. Implement, maintain and continuously enhance a database system to record, monitor and report information relating to disabled students and applicants.
6. Assist the Disability Advice Team Manager with the effective administration of the team of DSA-funded service providers, including training, payment and timetabling processes.
7. Provide administrative support to the Study Development Team Leader including appointment and room booking procedures, marketing materials and assistance with the production of learning materials.
8. Prepare income and expenditure reports for the Disability Advice Team Manager and reconcile them with periodic statements from the central finance office and external funding agencies.
9. Assist in the production of publicity and information materials in relation to the work of the Disability Advice Team, including the maintenance of webpages, fact sheets and pro-formas.
plus
o Any other duties as may reasonably be required.
o Ensure that the highest standards of professional performance are maintained.
o Promote equal opportunities in the work of the department.
o Ensure compliance with relevant legislation and statutory codes of practice, as advised.
o Participate in the arrangements for performance review and appraisal.
o Ensure that professional skills are regularly updated through participation in training and development activities.
o Ensure all University policies are implemented within the remit of this post.
Health & Safety
Under the Health & Safety at Work Act 1974, whilst at work, you must take reasonable care for your own health and safety and that of any other person who may be affected by your acts or omissions.
PERSON SPECIFICATION
POST TITLE: Disability Advice Team Administrator
DEPARTMENT: Disability Advice Team, Student Services
The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively.
REQUIREMENTSThe post holder must be able to demonstrate: / ESSENTIAL (E)
DESIRABLE (D) / MEASURED BY:
A Application form
I Interview
T Test
EDUCATION/TRAINING
Excellent standard of education / E / A
KNOWLEDGE & EXPERIENCE
Demonstrable experience of developing administrative systems and procedures. / E / A/ I
Experience of implementing database systems including developing tables, queries and reports. / E / A / I
Experience of recording and maintaining complex data such as financial records including the use of Microsoft Excel, to input data, create charts and work with pivot tables. / E / A /T
Experience of working in a busy, educational office environment and managing/co-ordinating shared in-box
Experience of handling complex and sensitive student enquiries by e-mail, letter, telephone and in person.
Understanding of disabled students’ support services in higher education. / D
D
D / A/ I
A/ I
A/I
SKILLS/ATTRIBUTES/PERSONALITY
Excellent communication and interpersonal skills. / E / A / I
Ability to work on own initiative and problem solve. / E / A / I
Ability to prioritise and organise competing work commitments. / E / A / I
Excellent working knowledge of MS Office applications (Access, Excel, Word, PowerPoint)
Ability to analyse, interpret and report on financial data, with demonstrable attention to detail and good numeracy skills / E
D / A / I/ T
A/ I
BEHAVIOURS
Behaviours will be tested at interview against the Contribution Framework (available on the recruitment web site under Our Culture & Values - Values & Principles) www.yorksj.ac.uk/values-and-principles
Leading myself and others
Delivering a great service
Taking a professional approach
Working together as a team / E
E
E
E / I
I
I
I
SPECIAL FEATURES
An occasional requirement to attend training or conferences which require national travel and possible overnight stays.
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