JOB TITLE EMPLOYER LINE MANAGER Administration Coordinator Oxford Diocesan Board of Education (ODBE) Director of Education JOB PURPOSE To lead the coordination of administration and facilities work in the ODBE by either undertaking tasks or delegating them to the appropriate individual in the team; thus contributing to the achievement of the Board s mission and ministry in education for the development of Christian values and education in diocesan schools. ODBE's Christian vision, ethos and principles underpin all aspects of the way the Board of Education runs. The post-holder must be committed to ODBE s principles and values, and support the Diocesan "Living Faith" framework. PRINCIPAL ACCOUNTABILITIES (includes duties and responsibilities) 1. Contributes to the effectiveness of ODBE services and operations by: Setting up and managing effective administrative systems to ensure that all aspects of work are supported in a timely fashion and individuals in the team feel supported Effective communication with other members of the education team through agreed systems, verbal updates, team meetings and other tools Managing holiday entitlements and sickness of staff in the ODBE team and reporting them accordingly to the Diocesan HR Manager to co-ordinate leave allocations with the relevant Deputy Director Appropriate liaison with the Department of Mission and other diocesan departments; outside vendors, and staff members in the team to get things done and to support the work of the Diocese as a whole In conjunction with the Schools Support Officer, o manage the Service Level Agreement (SLA) ensuring the ODBE meets its service obligations; o monitor its effectiveness and bring any potential challenges to the attention of the leadership team o produce annual reports o ensure parties in the agreement are kept informed regarding service delivery; renewal dates and any other relevant activities o promote the SLA with schools across the diocese Contributing to sound financial management of ODBE by effective financial planning of activities Contributing to the identification and implementation of ODBE strategic priorities as identified in the strategic plan Maintaining a good understanding of relevant legislation and government policy relating to the ODBE work 1
2. Provides comprehensive administrative support by organising and facilitating workflow as follows: Contributes to the recruitment of members of staff in ODBE either by coordinating recruitment activities or taking part in a selection panel for staff they will be managing In conjunction with the leadership team, evaluates long term and immediate needs of the office and sets work assignment; allocates tasks appropriately Ensures effective management of the database systems used in the ODBE team by ensuring they are maintained effectively; supporting staff in using them effectively; creating reports; liaising with technical staff when systems are down and organise alternative solutions; ensure software renewals Maintains a needs driven electronic and manual filing system ensuring all information is stored in line with Data Protection legislative provisions Sets up template documents for smooth administrative running of the office including standard letters, forms, procedures and so on Organise cover of responsibilities when one individual in the team is not available Clerks ODBE meetings either as a direct responsibilities or to support other members of the team Support the design and oversee the publication and printing of documents for ODBE and schools it serves 3. Maintains the department s budget and facilities by: Monitoring how money is spent, helping to control costs, approving expenses, and supporting the leadership team with writing financial reports as required Processing departmental invoices as required Working with the diocesan facilities/ health and safety officer to ensure the office is maintained and the needs of the ODBE team are met eg securing maintenance for equipment, purchasing supplies; IT and telephone lines are working; any accidents in the workplace are reported Maintaining resources in the ODBE ensuring stock of paper and other stationery are always available 4. Manages the office based staff by: The Administration Coordinator will manage the majority of the office-based staff Conducts reviews for each individual they manage Supports them using a coaching model with any challenges they face in the delivery of their duties and responsibilities Ensures professional development for staff in the immediate team by identifying training needs and ways of meeting them Brings to the attention of the Director of Education any performance or conduct issues 5. Other Carry out any other duties and responsibilities as required in line with operational needs. Comply and fully cooperate with Diocese of Oxford health and safety policy Maintain an up-to-date knowledge of technical competency areas and take a proactive approach to continuous professional and personal development 2
Participate in the Diocese of Oxford performance management processes PLANNING & ORGANISATION: The Administration Coordinator is the key contact person for the ODBE team both internally and externally bringing all aspects of the work in the team together Ensures communication has no barriers within the department by contributing to identification and maintenance of effective tools, such as. databases, web site, intranet, e-mail facility, social media and others Oversees the work of the office based staff, ensuring all processes are well planned and the delivery takes place in line with the organisation s core aims, and statutory requirements Plans and organises departmental training activities and/ meetings days, including: identification of venues through liaison with key contacts managing correspondence with participants; ordering of refreshments; ordering of equipment ensuring all equipment is ready for delivery processing of invoices DECISIONS Decides on effective delivery of administrative services within the ODBE team Assesses situation and uses professional judgement to anticipate potential risks in delivery of services and acts with authority to prevent or minimise them In conjunction with the leadership team, decides on the facilities and equipment needs of the team and secures them as agreed CONTACT WITH OTHERS 1. Internal: The post holder is accountable to their line manager, the Director of Education, All staff members of the ODBE team Directors/ trustees of the Oxford Diocesan Board of Education and the Oxford Diocesan Schools Trust Diocesan Church House staff especially the facilities officer; HR Manager; finance staff Clergy, including Area Deans, Archdeacons and Bishops offices staff 2. External: Head teachers and schools Officers from Local Authorities Officers at the Department for Education Conference centres and training venues Contractors and any other business partners 3
PROFESSIONAL STANDARDS - KNOWLEDGE, SKILLS and EXPERIENCE: 1. Essential Relevant administrative Qualifications Proven track record of delivering and coordinating administrative services Proven record of IT skills and knowledge of Microsoft Office, including Word, Excel, Power Point; Publisher; Outlook and Access Experience of managing databases Excellent verbal and written communication The ability to self-motivate, prioritise, plan and organise, including when under pressure Experience of leading, challenging, influencing and motivating others to attain high goals. Honesty, personal integrity and high emotional intelligence when reaching decisions; taking responsibility for actions and consequences Decisiveness and determination when dealing with challenging situations Evidence of on-going professional development Empathy with the values of a Christian organisation An understanding of current educational policy in respect of leadership and accountability structures The ability to secure, build and maintain good working relationships with colleagues and make an excellent contribution to team working 2. Desirable Previous experience of working In an educational environment Experience of cost centre management Experience of minute taking Experience of planning and coordinating events Experience of financial planning and facilities management Ability to think creatively, to work strategically, and to anticipate and solve problems GENERAL INFORMATION Remuneration Hours of work Place of work Holidays Probation period Notice period Salary scale - 27,426 to 30,973 per annum 35 hours, Monday to Friday Diocesan Church House, North Hinksey, Oxford 22 days paid leave rising to 25 after 1 year. In addition to the public holidays the office is closed on Ascension Day, Maundy Thursday and Christmas Eve. Six months, during which time progress is regularly reviewed and the period may be extended. During probation, 1 month and thereafter, 3 months from either side, or the statutory minimum (whichever is greater). 4
NOTE: The current main duties and responsibilities of this post are outlined in this job description. The list is not meant to be exhaustive. The need for flexibility, shared accountability and team working is required. The post-holder is expected to carry out any other related duties that are within the employee's skills and abilities, commensurate with the post s banding and whenever reasonably instructed. It is the practice of the Diocese of Oxford to review job descriptions annually to ensure that they relate to the role as then being performed or to incorporate whatever reasonable changes that have occurred over time or are being proposed. This review will be carried out by the line manager in consultation with the post-holder before any changes are implemented. The post-holder is expected to participate fully in such discussions and implementation. This job description forms part of the post-holder s contract of employment. Date of Next Review: April 2014 5