Job Description. Administrative Assistant

Transcription

1 Job Description Job Title Administrative Assistant School/Department Lifelong Learning Job Holder VACANT Responsible to Student Care Manager Date October Job Purpose You will provide secretarial and administrative support to assist the effective, efficient and smooth running of the Lifelong Learning Department in accordance with relevant department policies, procedures, standards, objectives and targets. 2. Duties and Responsibilities You will operate within a framework of key strategic and procedural documents with defined actions, targets, deadlines and resources as detailed in the Conservatoire s Outcome Agreement with the Scottish Funding Council, the Conservatoire s Strategic Plan and the Directorate of Academic Innovation s strategy and operational plans relating to your area of responsibility. You will be assigned secretarial and administration duties relating to specific areas of the programme by the Student Care Manager. Within an agreed activity plan you will be required to undertake the duties and responsibilities detailed below: General Administration Provide secretarial and administrative support for programmes and projects assigned to you by the Student Care Manager via an agreed activity plan and with clear short, medium and longer-term actions/deadlines set out and monitored annually within your Goal Setting and Career Review. Contribute to the organisation, efficient delivery and safe/smooth running of programmes, projects and courses. 1

2 Liaise, where appropriate, with academic and administrative staff across the Conservatoire and external bodies and organisations, collating and circulating information where required. Use online systems to collate and disseminate course information, joining instructions and documentation as well as promotional materials, application guidance and forms, course information outlines, staff and student handbooks, registers, reports, agendas and minutes, etc. Provide administration support for the production and maintenance of course content and resources required to deliver programmes, projects and courses. Assist with internal/external meeting arrangements, including room and catering bookings and co-ordination/distribution of appropriate papers in consultation with the Lifelong Learning Administrator and Manager. Monitor and maintain forward planning required in relation to the year-round course, project and programme activity assigned to you. Undertake monitoring, analysis, evaluation and reporting activities. Customer Care Provide front-line customer care, ensuring appropriate service provision to students, their families, staff and external partners. Deal with enquiries and relationships for all programmes, courses and projects assigned to you by phone, or in person. Provide accurate information and advice for prospective students, families and the general public as well as staff and students within the Conservatoire. Assist in providing the highest quality care of students via the duty rota and as guided by Conservatoire health and safety policies, procedures and departmental handbooks and standards. Systems and Financial Administration Use online systems to input data and maintain key information and datasets including: application forms, course content, venue information, staff and student filing systems and databases, class lists, registers and waiting lists. Assist with the handling of a variety of financial transactions relating to programmes and courses including processing and recording fees, taking and monitoring payments for courses, monitoring and maintaining payment plans and managing failed payments and contributing to cash book duties as required. Promotions Assist with the distribution of programme and course promotional materials including posters, leaflets, e-flyers as required to ensure our courses are buoyant and well populated. Assist with the administration of mailings and general correspondence to the Lifelong Learning customer-base to ensure they are well-informed about upcoming opportunities. 2

3 Assist with database and CMS maintenance on a day to day basis for staff, students and other internal/external contacts in order that our information is well managed, maintained, cleansed and refreshed. Other Participate in the Conservatoire s Goal Setting and Career Review process. Such other duties as may be required by the Lifelong Learning Administrator, Coordinators and Manager. 3. Scope of the Job Financial: There is responsibility for handling financial transactions, cash book and debt management within this job. Staff: No staff report directly to this post. Others: You will assist in the pastoral care of participating students while in the Conservatoire, working beyond the building and travelling to and from any course and performance activity out with the Conservatoire. You will liaise with Lifelong Learning Coordinators and other administrative staff in the Lifelong Learning department and colleagues across the Conservatoire including relevant staff in the Schools as well as in support departments including Marketing and Communications, Student Recruitment, Artistic Planning, Estates, Academic Administration and Support and Information Services. 4. Context Operating Environment: You will work as part of a busy and highly motivated team in a demanding environment where the relationship between the office staff, teaching staff and students as well as local authorities and community sector groups is key to the successful delivery of the department s programmes and courses and to the success of the students within them. Framework and Boundaries: As a member of the Department, you will be required to work within the Conservatoire Strategic Plan, the Policies and Procedures, the Academic Regulations and Quality Assurances processes required by the Conservatoire as well as the appropriate course documentation. You will be expected to actively 3

4 engage in a strong health and safety culture, engage in health and safety training as required and to be responsible for your own health and safety in the course of your work. 5. Relationships Line Manager: Student Care Manager Daily informal contact and formal meetings on a weekly and ad-hoc/project basis to discuss workload, activity plans and issues relevant to the work of the administrative team on behalf of the Conservatoire. Staff Management: Not applicable. Other Contacts: a) Within the Conservatoire: Regular contact with teaching, co-ordinating and administration staff in Lifelong Learning and Widening Access department and with other teaching and administrative support staff within the Conservatoire. b) Outside the Conservatoire: Regular contact with other higher educational institutions, local authorities, placement providers, service providers, schools, parents and carers, other arts and performance organisations and the general public. The Conservatoire works in partnership with local authorities and with many arts and education, wider access and participation networks. 6. Knowledge and Experience Although the under-mentioned qualifications are desirable, equivalent skills and experience may be deemed equally acceptable. Qualifications: Essential: A good standard of education Desirable: ECDL or equivalent 4

5 Experience: Essential: Good quality customer care skills Data input / clerical experience Computer literate with basic IT skills in Microsoft Office and CMS usage Use of databases / spreadsheets and of packages such as Excel Working with children and families, students and young people Desirable: Report writing experience Cash handling and aged debt administration Knowledge and Skills: Essential: Good interpersonal skills Able to deal with people at variety of levels An understanding of setting up and maintaining office systems A pleasant office, telephone and manner Good communication skills, both oral and written Ability to produce accurate work to tight deadlines Flexibility and adaptability Ability to work as part of a team as well as self-start and manage own projects Desirable: An interest in the arts and arts education particularly 7. Complexity You will be expected to work well within a busy and productive, inter-disciplinary context and will need to engage proactively with a wide range of enquiries and situations relating to staff and student needs. 8. General Responsibilities (all staff) a) Health and Safety To take care of your own health and safety at work and that of other persons who may be affected by your work activities. 5

6 To apply at all times best practice in health and safety. You must safeguard the health and safety of all persons affected by the work activities you supervise at any premises you have control over. To work in the safe manner in which you have been trained and instructed and to advise your line manager of any health and safety issues you become aware of. b) Policies and Procedures To familiarise yourself with the detail of the Conservatoire s Policies and Procedures and to actively ensure adherence. c) Use of equipment and other appliances To take fullest care in handling, operation and safeguarding of any equipment, vehicles or appliance, used or issued by the Conservatoire or provided or issued by a third party for individual or collective use in the performance of your duties. d) Dignity at Work and Study To uphold the Conservatoire s Dignity at Work and Study policy and practices and to treat all colleagues, students and contacts with respect and in accordance with the values of the Conservatoire. To promote and deliver excellence in services that value all staff and students. To recognise and acknowledge the potential multiple barriers to participation and success that exist for applicants, students and staff with care experienced backgrounds; those with caring responsibilities; and those with protected characteristics, and to work with colleagues across the Conservatoire to collectively identify ways in which the barriers can be reduced and eliminated e) Personal Development To continuously enhance best practice in your area, undertaking training and Continuous Professional Development as appropriate. f) Information Technology To implement security measures to protect against unauthorised access to, alteration or disclosure of information held on computer and to ensure adherence to the principles of the Data Protection Act and appropriate IT policies and procedures. To undertake any training in the operation of new technologies and associated systems as required. g) Vision To promote and adhere to the Conservatoire Vision. (as detailed below) 6

7 9. Our Vision To be Scotland s globally-recognised and inspirational leader in learning for the performing arts, attracting and nurturing the best Scottish and international creative talent. As a Board of Governors, staff and student team, we embrace and are motivated by: Inclusivity, diversity and individuality. Disciplinary excellence and innovative cross-disciplinary collaboration. Breaking down barriers and challenging boundaries. The advancement of creative citizenship and leadership across the performing arts for our nation and for the world. As a member of staff you will be expected to actively embrace these principles and demonstrate them in the course of your work. Our Strategic Plan is based on the following four pillars: 1. Driving focused excellence. We will: Create a culture of continuous professional development, to enhance and enrich the experience of our students and staff. Ensure that we deliver choice and flexibility to our students and embed pedagogical skills throughout our curriculum. Attract outstanding teachers and artists of international repute, who will act as a magnet for outstanding students. Apply technology to enhance our students learning experience and to make us more efficient and effective. Deliver advancement and scholarship campaigns to support the development of a world-class creative campus and to attract and retain the best artists, teachers and researchers. Further enhance the quality, reach and impact of our research. Develop a sector-leading approach to improvisation through our curriculum. 2. Promoting diversity. We will: Diversify art forms and disciplines, enrich the pool of talent, and connect more widely and deeply with diverse communities. Develop ground-breaking RCS Community Centres of Excellence through great partnerships. Nurture the talent of more of Scotland s young people, so as to increase their choices and opportunities. 7

8 3. Advancing lifelong learning. We will: Nurture talent, creativity and active citizenship in all of our students. Develop excellence in the Junior Conservatoire, connecting us with more talented young people through focused and active partnerships with schools and key stakeholders Innovate our open access programme to contribute to the well-being and fulfilment of individuals of all ages and backgrounds. 4. Embracing our role as a national and international performing arts institution. We will: Inspire and engage young people through creating a Teach Arts for Scotland programme, promoting excellent performing arts teaching in schools. Recognise and celebrate excellent arts teaching in Scotland s schools. Create an International Advisory Board to help realise our vision and advance our values on the world stage. Build partnerships and new relationships nationally and internationally. Be a national and international advocate for education in the performing arts. 10. Additional Information The programmes delivered by the department currently operates at evenings and weekends throughout the year. It also has summer schools from June to September each year. You will therefore be required to work evening and weekends as part of a duty of care rota to support the course environment, front of house and good quality customer care. The weekly working pattern will be reviewed on an ongoing basis to compensate for the duty of care rota. There is an expectation that approximately 20% of your contracted hours are dedicated to customer-facing duties as part of the duty of care rota. You will be required to work at both the Renfrew Street and the Wallace Studios at Speirs campus. Clear policies and procedures, risk assessments and safe systems of work exist for working at both campuses. 8