This is a post working under the Head of Education, as an essential team member of the Learning and Participation team.

Transcription

1 Jb Specificatin Educatin Administratr, Winchester Science Centre & Planetarium 1. The Organisatin Winchester Science Centre and Planetarium is a leading hands-n science and discvery centre dedicated t sparking curisity in science, technlgy, engineering and mathematics (STEM). It attracts mre than 175,000 visitrs per year frm acrss the Suth f England and is hme t the UK s largest capacity planetarium. The Centre is an independent educatinal charity frmed in 1985 as a strategic initiative with lcal gvernment and businesses, t address the shrtage f yung peple entering technical careers at bth reginal and natinal level. Our extensive educatinal prgramme attracts arund 40,000 schl children t the Centre; they explre, be inspired and interact with ur science exhibits and staff-led activities. Our utreach activities which include a mbile planetarium, are delivered in schls acrss the regin and this is further enhanced by ur STEM Ambassadr prgramme. Thrughut the year there is an extensive prgramme f events encmpassing schl hliday activities, themed weekends, live science shws, lectures, wrkshps, film screenings and evening perfrmances. The Centre als hsts birthday parties, crprate bkings and private events. Since pening its drs at the existing site in 2002, Winchester Science Centre and Planetarium s visitr numbers have grwn by ver 100%; and there are plans fr further grwth. 2. The Rle This is a pst wrking under the Head f Educatin, as an essential team member f the Learning and Participatin team. The rle has arisen due t grwth within the rganisatin. The Educatin Administratr will wrk clsely with the current Schl and Grup Bkings Officer, wh will als be available fr n-the-jb training. Page 1 f 5

2 The rle cvers tw main functins fr the Learning and Participatin team bkings and lgistics. The rle is intended t be flexible based n business requirements, fr example during busy bking perids the Educatin Administratr will be mainly ffice based, and during schl hlidays the rle will be mre hands-n and peratinal. a) Bkings: Assisting the Schl and Grup Bkings Officer in taking bkings, frm and liaising with schls, bth fr n-site visits and fr utreach bkings. The current Schl and Grup Bkings Officer wrks term-time nly, s the Educatin Administratr will prvide cver fr bkings during schl hlidays. Other wrk relating t schl bkings, including crdinatin f Teacher Preview evenings and pst-visit liaisn. Taking bkings and rganising grup visits and badge evenings. Other administrative duties, including dealing with messages n the switchbard answer phne. b) Lgistical supprt: Lgistical supprt f the day t day running f the Centre, nt limited t: managing schls entry and exits, briefing schls, rganising rms and resurces, stck management, timetabling, vlunteer rganisatin, evaluatin, cleaning and general husekeeping. The rle als includes supprting Science Centre activities as required. 3. Jb Descriptin Pst Title: Line Manager: Wrking times: Annual leave: Salary: Educatin Administratr, Winchester Science Centre & Planetarium Head f Educatin 30 hurs per week, Mnday Friday 9.30am t 3pm (including 0.5hr lunch). Occasinal ut f hurs wrk, especially weekends and evenings, fr which time t be taken in lieu. 20 days plus bank hlidays* pr rata Payband A: 16,000-20,000 pr rata depending n experience *In additin t annual leave, Christmas Eve (r nearby date where this falls n a weekend) is given as a day ff wrk as a gift frm the Trustees. Page 2 f 5

3 Lieu time is ffered fr vertime. Hwever, vertime is nt anticipated fr this rle. Additinal vertime wuld be arranged nly with agreement f bth the emplyee and line manager. Purpse f the jb: T assist the Learning in Participatin team in crdinating schl and grup bkings, t prvide hands-n lgistical supprt, and additinal administrative and ther supprt t the Science Centre as required. 4. Jb Specificatin: Taking bkings: Bkings will include schl visits t the Science Centre, utreach (mbile planetarium and wrkshps), yuth grups, adult grups, and badge evenings. The variety f ffers is cmplex; accuracy and clear cmmunicatin are key t ensuring the Science Centre is able t meet the visitr s expectatins n the day. Receiving a high vlume f telephne calls, especially during schl hurs. These will include discussins arund the client s specific needs, and a requirement t use the cmputer bkings system (Merac) and Outlk calendar t rapidly identify ptential dates fr a bking. Finding ut each grup s requirements and attempting t deliver these s far as is pssible within the wrking practices and resurces f the Science Centre. Infrmatin given t custmers must be accurate at all times. Accurate planning with respect t availability f the Exhibitin (capacity limit fr schls), ther visitrs (nt mixing grups that wuld adversely affect each ther s visits), staffing (nt all staff can deliver all activities), classrm and planetarium availability (including set up/pack dwn times). Fr Outreach bkings, agreeing a timetable and checking the suitability f the venue. Entering wrkshps/shws/etc nt the Outlk calendars t shw which staff member is allcated t any given activity, and t shw that rms/equipment have been bked at these times. Entering bkings int the Merac cmputer system, ensuring all required infrmatin is included. This system then generates a cnfirmatin letter which is then sent t the schl. After a bking is cnfirmed, further liaisn may be necessary especially with respect t changes and cancellatins. Page 3 f 5

4 It is imprtant always t practice patience with custmers, and t cntinue t present a friendly and prfessinal manner withut respect t their wn cnduct, hw trivial a query may seem and/r during difficulties in cmmunicatin. Lgistical, administrative and ther wrk: Leading individual teacher/grup rganiser turs where requested, and liaising with the Duty Manager regarding weekend visits. Helping schls safely exit the buildings, including checking their cach is present, picking up any purchases frm the shp, leading them utside and supervising as they enter the cach. After a visit, althugh invicing is managed by the Finance Team, this rle remains the primary pint f cntact fr the schl. This may als include respnding t queries abut lst prperty, feedback and cmplaints, passing these n t WSC management where apprpriate. Helping assemble teacher infrmatin/resurce packs. Assisting the Science Shp with schl purchases during busy perids, and preparing schl gdy bags. Traffic management during schl arrivals / depart times. Supprt stck management f all educatin materials Being first pint f cntact fr vlunteers Creatin f and maintenance f timetables/rtas fr hliday perids and special events Supprt cllectin f evaluatin data frm schl visitrs and members f the public Helping t set up the educatin facilities including mving tables and equipment. Wiping dwn tables and packing away. Answer the switchbard phne (this rings all phnes and s any staff member may answer, but this rle is expected t answer as many f these calls as pssible). Maintain a friendly but prfessinal image at all times in speech, bdy language and relatins, with bth staff and visitrs. Other prject supprt as required by the Learning and Participatin team. 3. Persn Specificatin: It is essential that yu have the fllwing attributes: Experience f prviding excellent custmer service in persn, n the phne and by , in a busy ffice. The ability t remain calm under pressure, maintaining a prfessinal manner at all times. Experience f administrative wrk including managing cmplex diary arrangements fr multiple peple and resurces such as rm bkings. Page 4 f 5

5 Excellent general IT skills, with the ability t quickly learn hw t use new sftware. Please nte that the interview will include a practical test f IT prficiency. Prficiency in Micrsft Excel (including use f cmmn frmulae and general frmatting), Micrsft Wrd (including use f tabs and ther general frmatting) and Outlk (including use f diary/appintments and cntacts). Excellent time/task management including the ability t apprpriately priritise tasks. Excellent rganisatinal skills, t manage a large number f nging dialgues at ne time and t rganise infrmatin t allw fr quick/easy retrieval when required. Practive, takes wn initiative when required. Willing t take wnership and accuntability fr wn wrk Strng team skills Dependable The fllwing attributes are desirable but nt essential: D-Level 2 Qualificatin in a related field, e.g. NVQ Level 2 in Business Administratin Experience f wrking with nline bking r ticketing systems (e.g. Merac) Experience f wrking in a visitr attractin Experience f wrking in a schl, Science Centre r ther educatinal envirnment 5. Applicatin prcedure An applicatin frm is available n Cmpleted frms t be submitted t the Laura Hbin at laurahbin@winchestersciencecentre.rg. This recruitment has n advertised deadline, rather it will be managed n a rlling basis, with interviews arranged as early as pssible depending n the rate and quality f applicatins received. Interviews will include a practical element related t the schl bkings prcess. N prir preparatin will be required. Fr an infrmal cnversatin abut this rle please laurahbin@winchestersciencecentre.rg Page 5 f 5