JOB DESCRIPTION 1. JOB TITLE: ITT Administration Supervisor 2. ROLE CODE: FINACO (HRMS/10188) 3. DEPARTMENT: Faculty of Education & Children s Services 4. ORGANISATION CHART: 5. JOB PURPOSE: This post is intended to provide day-to-day organisation of the administration of the ITT programmes and of the placement of students in educational establishments. The role holder will, with programme leaders and partnership managers, establish a schedule of work and direct the actions of a team of administrative assistants to ensure that planned deadlines are met. 6. BACKGROUND INFORMATION: The Faculty of Education and Children s Services is a dynamic and expanding area of the University of Chester. The portfolio of the Faculty has enlarged significantly over the past few years building on a historic base of quality provision in Primary and Secondary initial teacher training (ITT). The Faculty is structured within three departments: Initial Teacher Training (ITT) HEFCE funded provision Continuing Professional Development (CPD) and each is led by a Head of Section. The ITT section has over 500 full time students on a variety of programmes within various areas of Education as well as ITT. Each programme is led by a Programme Leader who is responsible for the delivery and quality assurance of each programme. This section is also responsible for organising the placement of non-itt students into educational establishments as required. 7. WORK PERFORMED AND/OR KEY RESULT AREAS: 7.1 Communication Responsible for answering routine enquiries on a daily basis related to the work of enquiries from internal and external to the University including stakeholders Explaining detailed procedures for example: o To administrative staff within the ITT section: detailed procedures for ensuring deadlines are met
o To Programme Leaders and Partnership Managers: detailed procedures for converting needs of the programmes into actions o To tutors: procedures for supplying information regarding the needs of programmes and placements o To external examiners: procedures regarding travel and accommodation arrangements o To visiting lecturers: procedures for claiming payment for services o To external stakeholders in relationship to partnership with the Faculty To take minutes at committees, working groups and formal meetings associated with the work of the section within the ITT section. 7.2 Teamwork and Motivation The role holder is expected to supervise and co-ordinate the work of other members of the ITT administrative team. 7.3 Liaison and Networking To provide information to members of staff in the wider University or stakeholders in partnership as the first point of contact with the ITT section. An active member of ITT programme committees, Ofsted working groups and the Partnership Executive Group. 7.4 Service Delivery To provide a high level of customer service to all customers, including students, tutors, stakeholders in relationship to partnership with the Faculty and other employees of the ITT section. 7.5 Decision Making When responding to queries, to take independent decisions on how to respond to them and on allocating workstreams to individuals within the ITT administration team. To make collaborative decisions with Programme Leaders and Partnership Managers on strategies for meeting deadlines and on setting priorities for workstreams. To provide advice to Programme Leaders and Partnership Managers to enable them to make decisions about timescales and feasibility of strategies. 7.6 Planning and Organising Resources To plan and prioritise own work and the work of the other members of the ITT administrative team. 7.7 Initiative and Problem Solving To resolve standard problems that arise with reference to Programme Leaders and Partnership Managers.
7.8 Analysis and Research Responsible for collation and manipulation of data eg student grades, retention figures, placement data etc in order for it to be interpreted by Programme Leaders and Partnership Managers. 7.9 Sensory and Physical Demands Standard for office work 7.10 Work Environment Office environment with no responsibility for the health and safety of others beyond due care 7.11 Pastoral Care and Welfare Expected to show basic sensitivity to colleagues and customers. 7.12 Team Development To provide information and guidance on administrative processes to any new members of staff in ITT section. 7.13 Teaching and Learning Support This is not a requirement of the role 7.14 Knowledge and Experience Experience of work in a University context, and of customer-facing activities would be an advantage. qualifications: - 5 GCSE A* - C including maths and English - 2 A levels or equivalent - Degree or equivalent - ECDL Specific Experience: - 2 years experience in an administrative role. - 2 years supervisory experience, managing the work of others - Experience of working in a higher education environment would be desirable. - Ability to work effectively with others as a competent team member and co-ordinator - The ability to prioritise own and others work and use resources effectively - Good IT skills. - Experience of taking minutes of meetings - Skills in data analysis would be desirable. Other attributes: - Well organised with a confident pleasant manner. - Ability to deal with people at all levels with tact, diplomacy and confidentiality
- Ability to project a positive image of the University to outside organisations and deal confidently and efficiently with the full range of University staff. - Good time management skills and a willingness to take the initiative to ensure that work is completed to deadline. - Ability to learn quickly and to give clear descriptions of procedures and processes.
PERSON SPECIFICATION Job Title & Department: Faculty of Education & Children s Services: ITT Administration Supervisor Criteria Qualifications: 5 GCSE A* - C inc. Maths and English (or equivalent) Two A levels or equivalent Degree or equivalent ECDL Advanced ECDL OR Method of identification (i.e. application form, interview, test) Selection Panel use this section to match your skills and abilities to the criteria outlined Application form/ certificates Application form/ certificates Application form/ certificates Application form/certificates Application form/certificates Proven Experience: 2 years experience within an administrative role 2 years Supervisory experience Experience of working in a Higher Education environment Experience of taking minutes of meetings Application form/interview Knowledge, skills and abilities: High level communication skills. The ability to work effectively with others as a competent team member and co-ordinator. The ability to prioritise own and others work and use resources effectively. Ability to solve problems in accordance with procedures. IT skills Skills in data analysis /test /test / test
Other Attributes: Ability to deal with people at all levels with tact, diplomacy and confidentiality Well organised with a confident pleasant manner Ability to project a positive image of the University to outside organisations and deal confidently and efficiently with the full range of University staff Good time management skills and a willingness to take the initiative to ensure that work is completed to deadline Ability to learn quickly and to give clear descriptions of procedures and processes Application form/ Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements.
UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT FACULTY OF EDUCATION AND CHILDREN S SERVICES ITT ADMINISTRATION SUPERVISOR 15 HOURS PER WEEK SALARY SCALE University Scale OS6, points 19 22, 21,652-23,661 per annum, pro rata, payable monthly in arrears. Salaries are payable monthly in arrears by direct credit transfer. HOURS OF WORK 15 hours per week as follows: Monday - Tuesday 9.00am 5.30pm (Less one hour lunch break each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours in accordance with organisational requirements. HOLIDAY ENTITLEMENT 22 days pro rata, per annum (pro-rata during the commencement and cessation years), rising to 27 days pro rata after five years' continuous service. Two extra statutory days during the Christmas period. MEDICAL EXAMINATION Successful candidates will be asked to complete a Pre-Employment Medical Questionnaire and a medical examination may be required. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualification as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University is an admitted body to the Cheshire County Council local government pension scheme. All support staff are eligible for membership of the scheme, and upon appointment, will be asked to indicate whether or not they wish to join the scheme. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Completed application forms should be returned to HRM Services, University of Chester, Parkgate Road, Chester, CH1 4BJ, no later than Thursday 1 st September 2011, 12 noon quoting reference number HRMS/10188.