Job Title: Administrator - Curriculum - Highlands
Post requires candidate to be entitled for work: Yes
Salary Range: £36,508.92 to £40,374.57
Contract Type: Permanent
Full time/Part Time: Full Time
Term Time only post: Yes
Advert Closing Date:17/10/2024
By joining the Government of Jersey and wider Jersey Public Services, you'll be proud of what you can achieve – both for yourself and the people of Jersey. You'll enjoy a broader scope that allows you to express yourself, in a smaller setting that means you see the positive results of your impact every day. You'll have a diversity of opportunities that stretch and challenge you, with all the personal and professional support you need. Most of all, in our open, welcoming environment, your voice matters, enabling you to build a rewarding career.
Job Overview
An exciting opportunity has arisen to join a successful administration support team focusing on the Higher Education provision at Highlands. This role is part-time and requires skills in customer service, compliance and basic IT literacy.
To find out more about the role please contact Robert Moy robert.moy@highlands.ac.uk.
Job Purpose
To provide comprehensive administrative support to Highlands College curriculum departments
Job Specific Outcomes 1 of 2
1. To provide secretarial support at Departmental meetings – working to agendas, minute taking and making all necessary arrangements for meetings (collating and preparing the necessary background papers etc.) and ensuring that all the required supporting information is available.
2. Answering routine enquiries and providing accurate, detailed, professional information as required.
3. Manage diary entries and responses on behalf of the Departments if required.
4. Organise tutor / student catering requirements for programmes and open days (often operating throughout the working day and evenings) and initiate the invoice procedure where applicable in order to recover the costs involved.
5. Provide administrative support taking minutes of Quality Assurance meetings, keeping the audit schedule up to date and preparing reports.
6. Organise and administer student interviews and assessing processes, maintaining confidential student records whilst always ensuring that the outcomes are correctly recorded.
7. Compose and type letters, agendas, minutes, and circulars to a high standard of accuracy and consistency. Sort and prioritise incoming mail, action routine correspondence without referral, maintain adequate stationery stocks and file publications accordingly.
8. Monitor student attendance in line with team attendance policies and act as first point of contact between students and tutors within the Departments. Administer student external visits on and off the island and organise student work experience placements and parental consent.
9. Organize and administer Departmental training for staff. Make travel, accommodation and subsistence arrangements for the departments attending training courses, conferences, and meetings both on and outside of the Island.
10. As directed by their Line Manager, ensure that other administrative processes necessary for the smooth running of the office (ordering stationery, equipment maintenance, etc.) are properly administered.
11. Undertake general clerical duties including filing, photocopying etc.
12. To undertake any other general tasks for the good and benefit of the College its students and staff, as directed by their Line Manager which are relevant to the role, grade and experience of the postholder.
Person specification
Qualifications
The postholder must be educated to A-level standard (preferably in administration or business-related areas) or possess academic or vocational qualifications to a similar lever and/or be able to demonstrate an equivalent level of experience.
Knowledge
Clerical and administrative skills are required and the postholder must be able to demonstrate the ability to work under their own initiative with a minimum of supervision, must be a self-starter and must be able to demonstrate the ability to organise workflow and meet tight deadlines.
The post requires a high degree of confidentiality and excellent all round communication skills is an essential feature of the work undertaken.
Working knowledge of Data Protection (Jersey) Law 2018.
Technical Work Based Skills
IT skills are essential to this post, including the ability to use a wide range of MS Office products (365: Word, Excel, Outlook, Teams) to a high standard.
General skills / attributes
Organisational and planning skills to manage and prioritise enquiries as they happen.
Excellent customer service skills, with the ability to communicate at all levels.
Experience
Previous experience of administration work is required.
Across the Government of Jersey and public service, the scope of our work means our people enjoy a wider range of opportunities – to work with recognised experts across teams, learn new skills and develop their careers. We actively look to recruit people from different backgrounds, with diverse perspectives. This creates a richer, more varied environment, where you’re exposed to new ideas, new ways of thinking and new opportunities, so you can develop an exciting and rewarding career.
Extraordinary, Everyday.
