METROPOLITAN BOROUGH OF ROCHDALE JOB DESCRIPTION. Schools. Rochdale & Oldham Supply Agency. Administrative Assistant. Supply Agency Manager.

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1 METROPOLITAN BOROUGH OF ROCHDALE JOB DESCRIPTION Service: Section: Location: Job Title: Grade: Responsible to: Responsible for: Hours of Duty: Any Special Conditions of Service Schools Rochdale & Oldham Supply Agency Floor 8, Municipal Offices, Smith Street, Rochdale. OL16 1YD Administrative Assistant Scale 3/4 (subject to a pay and grading review the grade of this post may change) Supply Agency Manager None 36¼ working hours in accordance with the needs of the service. To be worked on a rota basis covering the hours from 7.30 am to 6.15 pm. Annual Leave to be taken in School Holiday Periods WLB/Flexi time is not in operation The Service is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. CRB Disclosure Level: Enhanced The Council is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects staff to share this commitment. Organisational Chart: Supply Agency Manager Deputy Supply Agency Manager Administrative Assistants x 3

2 PURPOSE AND OBJECTIVE OF THE JOB To assist in the administration and development of the Rochdale & Oldham Supply Agency. CONTROL OF RESOURCES Personnel Not applicable. Financial Routine processing of paperwork e.g. timesheets, invoices, orders etc. Equipment and Materials Responsible for effective use of equipment and materials, including computer hardware/software and other office equipment. Arrange for this to be maintained in a satisfactory working order used by self and immediate subordinate staff. To adhere to the Council s rules and regulations relating to the use of ICT, and intranet/internet access Health/Safety/Welfare Responsibility for the safety and welfare of self and colleagues in accordance with the Health and Safety Policies of the Council. Equality and Diversity To work in accordance with the Authority s Policy relating to the promotion of Equality and Diversity. Training and Development The post holder will be responsible for assisting in the identification and undertaking of his/her own training and development requirements in accordance with the Council s Performance Management Framework. Relationships (Internal and External) Internal: With staff in the Rochdale & Oldham Supply Agency, Schools Service and other Council Services. External: Headteachers, Teachers, prospective employees, and liaison with relevant Government Departments, other LEAs, and external employers. Liaison with Teachers Pensions Agency, General Teaching Council and Occupational Health Service (as appropriate). Responsibilities The postholder must - Perform his/her duties in accordance with Rochdale Council s Equality and Diversity Policy. Ensure that Rochdale Council s commitment to public service orientation and care of our customers is provided.

3 PRINCIPAL DUTIES The main duties will include the following to: Respond to requests for Supply Cover from Schools- record and fill vacancies Contact Supply staff to cover vacancies in schools Liaise with schools over requests for Supply cover Process time sheets and invoices to ensure the accurate and prompt payment of Supply Staff both teaching and non-teaching. Responsible for interviewing candidates for the supply pool. Input and update data/information both manually and on computers. Provide support to the Supply Agency Manager in the development of Continuous Professional Development opportunities for supply staff. Ensure quality assurance procedures are met Dissemination of communications to supply staff and schools as determined by the Supply Agency Manager. Assist in the regular maintenance and updating of the Supply List Respond to enquiries from potential applicants to the Supply List To undertake general administrative duties (eg filing, photocopying, opening mail, distribution etc) to progress the work of the section effectively. To assist in the preparation of reports required by the Supply Agency Manager To be a Counter Signatory for Criminal Records Bureau Disclosures. To assist the Supply Agency Manager in the promotion of the Supply Agency to prospective clients e.g. attendance at Recruitment Fairs. To ensure that management information is collected and maintained. SECONDARY DUTIES To participate in Council programmes of in-service training as a trainee and as a trainer facilitator. To undertake such other duties of an equivalent nature, particularly in response to the changing role of LEAs, as may be determined from time to time by the Executive Director (or nominated representative), in consultation with the postholder and if she/he wishes, with her/his trade union representative.

4 Job Description prepared by: Margaret Moore Date: June 2009 Agreed by Postholder: Date

5 ROCHDALE METROPOLITAN BOROUGH COUNCIL PERSON SPECIFICATION SERVICE : Schools Service POST : Administrative Assistant SECTION : Rochdale and Oldham Supply Agency GRADE: Scale 3/4 Note to Applicants: The Service is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. The Essential Criteria are the qualifications, experience, skills or knowledge you MUST SHOW YOU HAVE to be considered for the job. The Desirable Criteria are used to help decide between candidates who meet ALL the Essential Criteria. The How Identified column shows how the Council will obtain the necessary information about you. If the How Identified column says next to Essential Criteria or a Desirable Criteria, you MUST include in your application enough information to show how you meet this criteria. You should include examples from your paid or voluntary work. The Council is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects staff to share this commitment. ESSENTIAL (a) Qualifications and Experience Experience of developing and maintaining effective administrative procedures within a service, including, filing, typing and processing documentation. HOW IDENTIFIED DESIRABLE Experience in working within a commercial setting with a Supply Agency. HOW IDENTIFIED Experience of operating IT applications in daily work e.g. spreadsheets, word processing, databases and electronic communications Experience of working with a range of professionals from different settings Experience of budget monitoring and maintenance of financial records. Experience of working in Education or a School. (b) Skills and Knowledge Ability to deal appropriately with complex, sensitive issues. Ability to prioritise workload effectively, meet deadlines and manage time. Able to proactively market a product or service.

6 ESSENTIAL (b) Skills and Knowledge Cont d Ability to work accurately and effectively under pressure and maintain confidentiality Ability to process documentation with attention to detail, good presentation and layout skills. Excellent communication and customer care skills: Written Verbal Ability to prioritise workload. Working knowledge of MS Word, Excel and database. Ability to extract information from manual and computerised systems. Ability to contribute to effective team working. Ability to liaise with others and co-ordinate activities. Understanding of and commitment to equality of opportunity. Ability to collate and evaluate statistical information (c) Special Working Conditions HOW IDENTIFIED DESIRABLE HOW IDENTIFIED Able to work flexibly outside the normal working hours. Interview Able to work within the shift patterns of 7.30am 6.15pm laid Interview down by the agency. Occasional attendance at meetings/conferences/recruitment Interview events outside of normal office hours. Able to take holiday entitlement during school holidays. Interview