Administrative Officer. Support Staff Job Information for Applicants

Transcription

1 Administrative Officer Support Staff Job Information for Applicants Learning Support Officer August 2017

2 POST TITLE: LOCATION: ADMINISTRATIVE OFFICERS FULL-TIME AND PART-TIME (TEMPORARY) Derry-Londonderry/Limavady/Strabane SALARY SCALE: Band 3-16,781-17,772 per annum The College is currently recruiting applicants to join a panel of temporary Administrative Officers for full-time and part-time posts that may arise. If shortlisted you will be invited to attend for interview and if successful you will be placed on a panel and contacted if and when work becomes available. CRITERIA Essential: Applicants must have at least: 1a OR 1b 5 GCSEs Grades A*-C or equivalent Level 2 qualification, including English Language and Maths; and one year s administrative experience employed in an administrative role*; GCSEs Grades A*-C or equivalent Level 2 qualification in English Language and Maths; and two years administrative experience employed in an administrative role*; Desirable 2 GCSEs Grades A*-B in English Language and Maths. * Administrative role to be determined based on post title and duties. Experience to include the operation of a management information system or using IT for record keeping and data collection. FOR INFORMATION ON THE LEVEL OF QUALIFICATIONS YOU CAN ACCESS THE QUALIFICATIONS AND CREDIT FRAMEWORK WEBSITE

3 If, as a direct result of a disability you can not fully meet the essential experience requirement of the criteria for this post the College will waive this requirement. Applicants should note that the above criteria are the minimum requirements only and may be enhanced at the discretion of the short-listing panel. The College is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The College is committed to equal opportunities and to selection on merit. It therefore welcomes applications from all sections of society in particular applicants from the Protestant Community. Applicants with a disability are encouraged to visit the college website at and select the link DisabledGo which provides accessibility information on College facilities.

4 Contents 1. Introduction 2. About Us 3. Why we are an Employer of Choice 4. Job Description 5. Personnel Specification 6. Competency Framework 7. Contact Information

5 1. Introduction Thank you for showing an interest in this position with the North West Regional College. It is essential that you read all documents carefully and complete the application form in conjunction with the Guidance Notes. Applicants should include on their application form all the information they wish to have considered, as information not on the application form cannot be taken into account. Attached CV s will not be considered. On behalf of the College we wish you Good Luck with your application. 2. About Us Enriching lives, building careers and supporting communities. North West Regional College (NWRC) has been at the heart of life in the North West of Northern Ireland for more than 100 years. Across the passing of time it has stood as an important institution renowned for delivering an extensive range of learning and career opportunities to thousands of learners. As an employer, North West Regional College has provided hundreds of jobs across its teaching, support and technical areas. As a supporter of the local economy, it has nurtured local enterprise through expert training and skills development. As a community partner, it has crossed the divide to offer an integrated civic resource for the benefit of the entire region. Now, NWRC is delivering an invigorated brand of education and training aimed at attracting new learners, while advancing the growth and prosperity of the local economy. NWRC received an accreditation from Investors in People due to their commitment to good business and people management excellence.

6 3. Why we are an Employer of Choice Our Staff are entitled to some of the best Employee Benefits and support an employer could give making it a prime choice to further your career. Our extensive Employee Benefits scheme led to the College winning the Family Friendly Benefits Award at the UK wide VIB Business Awards. A number of these benefits include Childcare Vouchers, a Staff Counselling Service and Flexible Working options. The College is also host to our own award winning Health & Well-being Programme which runs various events throughout the year including Exercise classes, Fitness Boot camps as well as organising various routine health checks for staff. All Staff have the option of joining a workplace pension scheme where the College will make an additional contribution to your pension each month on top of your individual contribution. We recognise that sometimes life can bring unexpected changes both fortunate and unfortunate, which is why we offer staff occupational sick leave and pay, maternity and paternity leave and pay and even special leave for other life events such as the birth of a grandchild or your wedding day. We believe in making sure the skills of our staff continue to grow and thrive during their time with the College and as such we have developed the NWRC Academy of Excellence. The Academy offers staff the opportunity to undertake accredited staff development. Staff will also receive a discount should they wish to enrol on relevant College courses. Other benefits include:- State of the Art Gym - Salary Sacrifice Scheme - Benenden Healthcare - Bank at Work - Cycle to Work Scheme - Insurance Discount

7 Job Description 4. Job Description POST TITLE: RESPONSIBLE TO: REPORTING TO: LOCATION: Administrative Officer Principal and Chief Executive through relevant Director Line Manager The postholder may be required to work at any of the College s buildings as necessary. The initial location will be either Strand Road, Strabane or Limavady Campus. MAIN PURPOSE OF The postholder will assist with the efficient running of the section THE JOB: and will work as part of a team. The Postholder will: 1 assist in the provision of an administrative support service to include preparing agendas/minutes, organisation of meeting schedules, computerised and manual filing, photocopying, distribution of internal and external mail, telephones, dealing with queries and any other associated tasks; 2 administrative duties associated with the processing and tracking of employee/employer records to comply with requirements for the completion of internal and external reports and the return of reports to Department for Economy & Department for Community enrolments, registers, qualifications, achievements, personal details, employer information; 3 administer the processing, inputting and maintenance of college systems; 4 administrative duties associated with the production and analysis of statistical data as required by Management and external bodies; 5 to support Management by keeping management reporting data up to date. This will include updating spreadsheets, collating data from others and ensuring that others have entered data; 6 liaise with other staff across a number of functional areas to carry out the duties associated with the post; 7 liaise with marketing and other staff as appropriate to ensure that public information on the website and other channels is accurate and up to date; 8 operate the College s policies and procedures in relation to staff and/or students relevant to the Department; 9 provision of information and advice in relation to straight forward issues from customers/students/staff; 10 be responsible for the entering of purchase orders onto the College s Agresso system as required;

8 Job Description 11 be responsible for the completion and tracking of monitoring responses to evaluations/surveys; 12 assist with the compilation of claims and checking of data; 13 assist in the preparation for both internal and external audit and liaise with auditors as required; 14 work within a College Quality framework and ensure compliance; 15 provide administrative support to designated Managers as and when required; 16 plan and organise events and functions as appropriate; 17 ensure that all documentation and authorisation procedures are adhered to; 18 receive and handle cash in accordance with audit requirements; 19 undertake training to ensure familiarity with systems and procedures; 20 assist in providing support for other College Sections/Departments as required, particularly during peak enrolment periods; 21 provide a high quality, flexible and professional customer service to all users as measured against established service benchmarks; 22 provision of reception duties; 23 ensure full compliance with College Policies and Procedures on all aspects of Equality, Health and Safety and Quality Assurance; Team Performance 1 develop strong working relationships within all teams within the College to ensure that objectives are met; 2 represent the department in a professional and positive manner with both internal and external stakeholders and in doing so reflect the values of the College; 3 ensure that all work and output is of the highest quality following all standards as agreed. This will include making recommendations for quality improvement and monitoring quality on an on-going basis; 4 remain up to date and informed of the College, its products and developments. The list of duties is not exhaustive. The postholder will be expected to undertake other relevant duties in order to meet any changing operational requirements.

9 Job Description TERMS AND CONDITIONS Terms and conditions of employment are those as laid down by the Non-Teaching Negotiating Committee for Further Education in Northern Ireland and will include locally agreed terms and conditions. Salary Scale Band 3, Scale Column Point 14, 16,781 to Point 17, 17,772 per annum. Hours of Work The hours of work will not normally be less than 36 per week for full time posts, and parttime hours will vary. The hours of duty which may be on any of the College sites will be such as laid down to meet the needs of the College and may include periods of duty after, as well as before 5.00 pm on any Monday to Friday. Annual Leave Entitlement Entitlement to annual leave is 21 days in a full holiday year in addition to 12 public and extra statutory holidays. Entitlement to leave in the first year of employment is pro-rata to the number of months completed. Pension Scheme There is an Occupational Pension Scheme relating to employment with the College. Further details will be provided on appointment. Other Employment No other employment should be entered into during the period of employment with the North West Regional College. No employment by or in the service of another person or body should be undertaken except with express approval of the Principal and Chief Executive.

10 Job Description POLICIES All staff have an obligation to comply with the statutory duties relating to Section 75 of the Northern Ireland Act 1998 and will be required to contribute to the implementation of the College s Equality Scheme drawn up in accordance with this legislation. The North West Regional College as a public authority is committed to the promotion of Equality of Opportunity in accordance with the Northern Ireland Act 1998 Section 75. The College is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The College operates a Childcare Voucher Scheme for staff as part of its family friendly initiatives which are aimed at promoting a healthy work/life balance. The College operates a smokefree workplace policy for all locations. This policy prohibits smoking in all areas. This document can be made available in a range of formats, please contact HR Services with your requirements.

11 Personnel Specification 5. Personnel Specification Each aspect of the criteria indicated below should be addressed in full on your application form at Part A. Your application will be shortlisted solely on the basis of the information provided by you in this section of the form. Knowledge and competencies will be assessed at interview. CRITERIA Essential: Applicants must have at least: 1a OR 1b 5 GCSEs Grades A*-C or equivalent Level 2 qualification, including English Language and Maths; and one year s administrative experience employed in an administrative role*; GCSEs Grades A*-C or equivalent Level 2 qualification in English Language and Maths; and two years administrative experience employed in an administrative role*; Desirable 2 GCSEs Grades A*-B in English Language and Maths. * Administrative role to be determined based on post title and duties. Experience to include the operation of a management information system or using IT for record keeping and data collection. If, as a direct result of a disability, you cannot fully meet the essential experience requirement of the criteria for this post the College will waive this requirement. KNOWLEDGE Essential Administrative Systems COMPETENCIES Essential Changing and Improving Collaborating and Partnering Delivering at Pace Desirable: In addition to assessing the applicant s ability to perform the duties of the post the interview will explore issues relating to safeguarding and promoting the welfare of children and young people. Applicants should note that the above criteria are the minimum requirements only and may be enhanced at the discretion of the short-listing panel.

12 Competency Framework 6. Competency Framework The interview will assess the competencies which are listed in the Personnel Specification. This Competency Framework should be read in conjunction with the Personnel Specification for this post. Details of these competencies are provided overleaf. Setting Direction Delivering Results College Values College Values Engaging People

13 Competency Framework CHANGING AND IMPROVING People who are effective in this area take initiative, are innovative and seek out opportunities to create effective change. For staff, it s about learning from what has worked as well as what has not, being open to change and improvement and worker in smarter, more focused ways. For leaders this is about creating and encouraging a culture of innovation and allowing people to consider and take informed decisions. Doing this well means continuously seeking out ways to improve policy implementation and build a leaner, more flexible and responsive College. Effective Behaviour People who are effective are likely to Ineffective Behaviour People who are less effective are likely to Review working practices and come up with ideas to improve the way things are done Remain attached to outdated procedures and technologies Learn new procedures, seek to exploit new technologies and help colleagues to do the same Adopt new processes without reporting difficulties that occur Co-operate with and be open to the possibilities of change and consider ways to implement and adapt to change in own work role Unwilling to consider how change could help in own role Be constructive in raising issues with managers about implemented changes and the impact these are having on the service Be resistant to listening to ideas or plans for change, showing little interest in the reasons for change and how they can adapt their behaviour to thrive in the new environment Respond effectively to emergencies Resistant to sudden changes to usual work routine

14 Competency Framework COLLABORATING AND PARTNERING People skilled in this area are team players. At all levels, it requires working collaboratively, sharing information appropriately and building supportive, trusting and professional relationships with colleagues and a wide range of people inside and outside the College, whilst having the confidence to challenge assumptions. For leaders, it s about being approachable, delivering department objectives through creating an inclusive environment, welcoming challenge however uncomfortable. Effective Behaviour People who are effective are likely to Ineffective Behaviour People who are less effective are likely to Proactively contribute to the work of the whole team Focus on own objectives at the expense of supporting colleagues Get to know fellow team members/colleagues and understand their viewpoints and preferences Is overly critical and blaming of people who have different working styles or development needs Seek help when needed in order to complete own work effectively Miss opportunities to generate better outcomes for the customer through collaboration with others Be open to taking on different roles Assume specific, unvarying role responsibilities Try to see issues from others perspectives and check understanding Look at issues from own viewpoint only Listen to the views of others and show sensitivity towards others Not treat all colleagues fairly, equitably or with respect

15 Competency Framework DELIVERING AT PACE Effectiveness in this area means focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. For all staff, it s about working to agreed goals and activities and dealing with challenges in a responsive and constructive way. For leaders, it is about building a performance culture where staff are given space, authority and support to deliver outcomes. It s also about keeping a firm focus on priorities and addressing performance issues resolutely, fairly and promptly. Effective Behaviour People who are effective are likely to Ineffective Behaviour People who are less effective are likely to Work in an organised manner using own knowledge and expertise to deliver on time and to standard Show little interest in own work or in getting the job done properly Work with energy and pace to get the job done Wait to be told what to do and rely on others to sort out problems Take responsibility for the quality of own work and keep manager informed of how the work is progressing Ignore own part in ensuring their team can deliver and avoid supporting colleagues to get the job done even when the need is clear Remain focused on delivery Be easily discouraged or distracted Maintain consistent performance Give up quickly when things do not go smoothly Participate in quality assurance of products or services Miss the opportunity to suggest improvements through quality assurance

16 7. Need some help or guidance? Contact HR Services By Telephone: (028) By By Textphone: (028) The College welcomes calls via Text Relay Making a call from a textphone: Dial number Dial for emergency calls Making a call from a telephone: Dial number Our opening hours are: Monday - Thursday 8:30am to 5:00pm Friday 9:00am to 4:00pm