Job Purpose

To provide a personal, comprehensive, confidential, accurate and effective administrative service to ensure the smooth and effective management and function of School Improvement and Advisory Service of CYPES.

For further information regarding the role or an informal discussion, please contact Tracey Cox t.cox@gov.je

Job Overview

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Statutory Responsibilities

The postholder will have to comply with all relevant States Laws, such as the Health and Safety at Work (Jersey) Law 1989 and any other associated legislation, Standing Orders, Financial Directions, and other relevant Codes of Practice, in respect of managing the key project deliverables of programmes and costs through the active management of procurement, approval, financial and administrative procedures.

To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work (Jersey) Law, 1989.

To work in accordance with the Data Protection (Jersey) Law.

This role is politically restricted. The job holder is not permitted to undertake political activity involving standing for election to the Government or as a Parish Constable, or publicly supporting someone who is standing for election or playing a public part in any political manner.

Budgetary Responsibility

• Negotiate with suppliers to obtain quotes for goods required ensuring best possible price.
• Process authorised orders through Ariba and check receipt of goods before invoicing.
• Maintain accurate records of the service’s budget by processing orders, checking receipt of goods and checking and processing invoices for payment, to provide the Line Manager with up- to-date information of funds available.

Job Specific Outcomes 1 of 2

• Undertake confidential typing of letters and reports, deciding on priorities and ensuring accuracy of finished work.
• Provide a personal telephone service by receiving and screening calls for the team and managing their diaries, dealing with enquiries where possible, or redirecting as necessary.
• Reply to routine matters on behalf of the team and prepare draft letters for signature.
• Undertake specialised typing requiring specific layout and terminology, as required, for presentations, meetings and publications.
• Establish and maintain administrative, information and database systems to ensure the effective and efficient dissemination of information and functioning of the service.
• Liaise with a wide range of people such as schools/nurseries, parents/carers, other Government Departments and external agencies to support the work of the Service.
• Arrange venues for meetings and conferences, negotiating with providers and acting as a point of contact for enquiries, to ensure all arrangements are made in an effective and efficient manner.
• Provide administrative support for meetings and conferences, ensure that all attendees receive supporting documentation, and where necessary attend and take minutes, to ensure the smooth running of the meeting or conference.
• Provide administrative support for training courses delivered by members of the team.
• Maintain attendance lists, ensure that all attendees receive relevant information prior to the course. Support the team member in producing high quality course materials prior to delivery of the course.
• Process all enquiries, applications, registrations received by the team in accordance with set procedures and policies.
• Act as a point of liaison between the team and internals external customers.
• Make travel arrangements and hotel bookings where necessary using the Government of Jersey preferred booking system and by following current financial directives for booking travel.
• Provide an efficient electronic filing and photocopying service for the Service.

Qualifications

Must possess a minimum of 5 GCSE or equivalent at A*-C grades, including English and Mathematics (or have previously held an administrative post)

Knowledge

High levels of self- management and organisational skills with the ability to judge priorities and act on initiative are essential.

Basic bookkeeping knowledge would be desirable.

Technical Work Based Skills

Excellent Information Technology skills, especially in respect of Microsoft applications (e.g. Word, Excel, PowerPoint and Publisher) together with knowledge of other office equipment.

Knowledge of using Government of Jersey applications for example Ariba, Amex, Connect Finance would be desirable.

General skills / attributes

Must be able to work as part of a team and maintain efficiency and professionalism whilst under pressure

An ability to deal calmly and diplomatically with a wide range of people is essential along with the ability to maintain strict confidentiality

Will be a strong team player who is also comfortable working on their own initiative and be prepared to ask for and take advice

Experience

An understanding of Data Protection, Child Protection and Freedom of Information

Personal Attributes

Willingness to work as part of a team, but also work independently using thier initiative.  Must have strong communication skills and be able to prioritise effectively.  

Competencies

Interim behaviours framework for Tier 5: Team Leader, Skilled Advisor and Entry Specialist