Based in the Deanery, the post holder will provide effective and efficient administrative support for the short course portfolio.

Transcription

1 JOB DESCRIPTION Post Short Courses Administrator Job Family Specialist, Professional and Administrative Grade 4 Role code Status SCA FTE Contract Type Fixed term contract (12 months) Reporting to Business and Enterprise Manager (BEM) AIMS AND RESPONSIBILITIES OF THE ROLE Based in the Deanery, the post holder will provide effective and efficient administrative support for the short course portfolio. The Short Courses Administrator will work closely with the Business and Drama, Short Courses team and the Department of External Affairs to market and support the delivery and growth of the short course portfolio. You will provide administrative support for the Business and Enterprise Manager.. REPORTING ON THE WORK OF Short courses TANGENTIAL WORKING LINES DEA staff Visiting Lecturers and Professionals Student Ambassadors Job Description Page 1 of 8

2 Finance Departmental staff Technical Support Faculty DUTIES AND RESPONSIBILITIES The range of responsibilities and duties of this role will include the following, although priorities may change in line with the development of the role and other duties may be allocated from time to time. Liaison and Networking To carry out day to day communications with potential and current short course clients and students; To provide on-going support with regard to quality monitoring and tracking systems; To liaise with the departmental and School staff as necessary; To liaise with visiting professional staff; Planning & Organising To liaise with external partners where relevant. To provide on-going operational support to ensure the smooth organisation and running of the business and drama courses;; To provide on-going operational support to the BEM, Head of Central Outreach (HoCO) and ensure the smooth running of departmental activity; To provide administrative support in the preparation and co-ordination of marketing information for the short courses; To update and maintain department web pages, including drafting any changes and creating new text; Liaise with the CDDM to monitor and report on monthly budget reports to ensure accurate reporting; To be the first point of contact and undertake receptionist duties during large events and/or registration days (including 3 Saturdays per year and 3 evenings per year); To administrate the employment process for all visiting professionals and student ambassadors that work in the department, including raising contracts, payments and DBS checks. Liaise with BEMand members of the DEA to promote courses and activities via social media, and website; To contribute to and/or provide termly income target activity and evaluation reports as required. To ensure stationary supplies are up to date including photocopying, and all office equipment is in working order. When necessary liaise with the estates and reception teams to maintain. To work effectively under pressure and without supervision to exacting turnaround times; Teamwork & Motivation To understand the value of and help to build cooperation, set an example and where necessary adopt a flexible approach; To contribute to the short course portfolio programme as necessary. Job Description Page 2 of 8

3 Service Delivery To provide operational support for the Business and Enterprise Manager (BEM) in relation to the on-going development of the short courses departmental portfolio; To manage the student enrolment, registration, communication and reporting for the short course portfolio, ensuring a timely and professional service. To develop and maintain a database of key internal and external contacts and provide administrative support for the BEM in communicating with contacts and utilising the database; Under the direction of the BEM to set up and administer monitoring and tracking systems; To observe absolute confidentiality; To keep accurate manual and electronic records of all student transactions and registers. To manage and co-ordinate room bookings for the short courses department. Initiative & Problem To assist enquiries and help prospective clients and/or Solving students to choose the course best suited to their needs; To help promote the courses with the BEM and HoCO to help generate demand and interest. To handle professionally and make a judgement calls when dealing with difficult customer enquiries and/or complaints. To work independently and to prioritise a high volume of time sensitive work. Decision Making Process & Outcomes To make independent decisions about how to manage and effectively deliver administrative duties. To provide input and advice to the decision-making processes of team members. These guidelines are provided to assist you in the performance of the contract. Central is a dynamic organisation; therefore changes may be required from time to time. Any changes will be made in consultation with the post-holder. The Duties and Responsibilities are not intended to be an exhaustive list of tasks performed. Other associated tasks are likely to be performed as directed by the line manager. It is accepted that individual staff will have the specialist skills and knowledge base in relation to the role they have been appointed to. In addition to this Central expects that all staff will conduct themselves in a professional and courteous manner at all times and have particular regard to their responsibilities under the Central s Equalities, Financial, Human Resources and Health and Safety policies and procedures. Job Description Page 3 of 8

4 Person Specification Competency Type Essential / Desirable Knowledge and Relevant qualification to degree Desirable Experience (Expertise) level or equivalent. Evidence Application form and certificates Substantial administrative experience. Experience working in a customer facing role. Essential Application form / Experience of working in Higher Education and/or community education and/or the arts sector. ICT literate, including proven experience of Word, Excel, PowerPoint and databases. An understanding of and commitment to Equal Opportunities. Experience using Database Management systems such as Agresso, QLS and Survey Monkey. Desirable Application form / Understanding of the performing arts. Liaison Networking and The ability to build strong and effective working relationships with staff at all levels, students, visiting professionals and external partners. Essential Application form / Planning Organising & Excellent numerical/financial skills monitoring budgets and maintaining accurate records. Essential Application form / Experience of budget reporting Desirable Application form / Teamwork Motivation & Ability to work both as part of a team and independently. Essential Ability to use own initiative. Job Description Page 4 of 8

5 Flexible approach to working arrangements as required. Service Delivery Ability to work to a high standard of accuracy and literacy. Essential The ability to manage a varied and changing workload with competing deadlines. Communication Excellent verbal and written communication skills. Frequently convey verbal and written information that needs careful explanation and/or interpretation and consider how best to help others understand. Essential Application form / This job description has been assessed by the School s job evaluation process. Job Description Page 5 of 8

6 Behaviour Characteristics Role model Has a deep sense of own core values and operates within personal boundaries. Deals with personal data and information in a highly professional manner and within the boundaries of relevant legislation, such as the Data Protection Act. Personal credible Shows enthusiasm to broaden own experience, knowledge, skills and self-insight. Offers sensible, impartial advice and is considered as wise counsel. Interpersonal skills Influencing skills Builds trust of employees and managers by consistently giving carefully thought-through advice. Seeks to understand how to influence within the culture, governance frameworks and politics of the organisation. Driven to deliver Demonstrates a consistently strong bias for action and desire to deliver. Focuses own activity on the agreed priorities, getting things done efficiently and effectively. Change focus Regards change as the opportunity to review practice, learn and improve service. Curious Inquisitive about the current issues and developments within the income generating HE community and how they impact on their current practice. Reflects, analyses and tests ideas and insights with others. Decisive thinker Ensures details and facts are correct, complete and consistent, ensuring that conclusions drawn from the information are built on solid foundations. Uses experience, standard procedure and common sense to make decisions. Confidentiality Respects and promotes a high level of confidential working/information at all times. Collaborative Makes a positive contribution to the team, supporting colleagues in their day to day activities. Job Description Page 6 of 8

7 TERMS AND CONDITIONS OF EMPLOYMENT Contract type Full time, Fixed term for a 12 month period Remuneration Grade 4: 27,766 pro rata per annum, including London Weighting. Eligible for annual increments, subject to satisfactory performance. The maximum amount of annual increments per Grade is 5. Employees are appointed to the first increment of the advertised pay Grade. Hours of work Location Period of notice Subject to the Working Time Regulations, full-time employees are required to work such hours as are reasonably necessary in order to fulfil the duties and responsibilities of the post with minimum on-duty hours of 35 hours per week. Swiss Cottage 3 months EMPLOYEE BENEFITS Annual leave Pension Death in service Staff development Season ticket loan Salary sacrifice schemes All full time role holders are entitled to 35 working days pro rata per annual leave year. This amount is inclusive of seven closure days taken around public holidays in December, January, March and April. Central operates the Local Government Pension Scheme for all Specialist, Professional and Administrative staff. All staff benefit from Central s Death in Service scheme. Central pay the whole costs of the scheme which is insured with a leading insurance company. The scheme provides a capital sum, payable in the event of your death before your Normal Retirement Date of two times Basic Salary at the date of your death, payable to your beneficiaries, or to your estate. Cover is provided 24 hours a day, and death for any reason. Central has an appraisal scheme in place that aims to provide a focussed, evaluative review of employee performance against agreed objectives. The objectives are drawn from the Corporate Plan and other related documents for the year ahead. The appraisal process is also used as an opportunity for individuals to discuss training and development needs with their line manager. All employees are eligible to apply for an interest free annual season ticket loan. Central operates the Childcare Voucher and Cycle to Work salary sacrifice schemes. Job Description Page 7 of 8

8 APPLICATION PROCEDURE Please send your application form as a PDF attachment to: jobs@cssd.ac.uk Central aims to shortlist all applications within 2 weeks of the advert closing date. If you do not hear from the HR department within this timeframe, please assume that your application has been unsuccessful. Closing date 9am on 05 June 2017 Please note applications which are received after this time will not be accepted. s 16 June 2017 A formal offer will be made to the successful applicant, subject to satisfactory references. The successful candidate will be expected to be available to commence employment as soon as possible. Please note that Central does not reimburse travel expenses. The Royal Central School of Speech and Drama is dedicated to Equal Opportunities in employment and seeks to achieve diversity amongst its staff to reflect the community it serves. Job Description Page 8 of 8