Job Overview

An exciting opportunity to work at Victoria College!

We are seeking a highly motivated and enthusiastic colleague to provide secretarial and administrative support, together with managing the printing and copying requirements for all staff. The successful candidate will be a strong team player with excellent interpersonal and organisational skills and the ability to prioritise effectively in a busy environment. Experience of working within a school setting would be advantageous.  The role is 37 hours per week, working 8.00am to 4.00pm, term time only, plus three days during the school holidays.

Victoria College is committed to supporting the professional development of its colleagues, in keeping with its culture of aspiration and kindness. We offer a comprehensive programme of professional development, coaching and mentoring, with the aim of ensuring that colleagues find working at Victoria College both enriching and rewarding.

A supported and valued staff community is central to providing a world-class education for our students, enabling them to become well-rounded, resilient, and respectful young people, equipped with the skills, qualifications, and confidence to succeed in the 21st-century world, both on and off Island.

For an informal discussion about the role, please contact Michelle Ritchie, School Business Manager, at m.ritchie@vcj.sch.je.

Job Purpose

To provide a comprehensive, high-quality printing and finishing service for Victoria College documents.

To provide professional and comprehensive administration and secretarial support to the staff, parents and pupils at Victoria College to enable the smooth running of the school.

To act as a first point of contact for the school to a wide range of individuals and agencies in a courteous, efficient, effective and confidential manner, always considering the security and safety of the people within our school community.

Principal Accountabilities

REPROGRAPHICS SUPPORT

Undertake an efficient photocopying and printing service for the school by producing, accurately and to strict deadlines, the orders place by staff, ensuring that Victoria College operates within the terms of any Copyright Licence.
Organise and monitor the provision of professionally presented documents and publications, reviewing for any possible errors and ensuring they are printed in time to meet strict deadlines.
Ensure publications produced are of a consistently high quality.  Assist in quality control of publications and utilise ancillary finishing equipment to meet this requirement.
Use and maintain a system to charge departments for services used and collate summary information for the Finance Manager on a monthly basis.
Maintain reprographics and allied stocks; ordering as appropriate to ensure best value and that sufficient quantities are readily available for daily use as well as for any projects planned in advance.  Ensure all multiple user machines are stocked appropriately.
Resolve problems where possible when any centrally used machinery requires attention and, if necessary, liaise with the service engineers.
Arrange the disposal of all confidential papers produced by the College ensuring strict confidentiality is maintained.

ADMINISTRATIVE SUPPORT 

To be an active member of the administration team, providing support with a range of administrative tasks.  

Duties to include:
Maintain confidential pupil records, ensuring all files are stored in accordance with data protection requirements and States of Jersey retention schedules.
Receive and collate response slips, payments and other information for various school events and trips.
Prepare all outgoing mail for postage, including recording all public exam papers before postage.
Assist in the organisation of the visits of school nurses, school photographers and other visitors arranging the timetable of student attendance as required.
Act as a school First Aider, monitoring the wellbeing of any student referred to the medical room, contacting parents and completing accident reports if appropriate.

Working Relationships

The post holder will be a key member of the administrative support team at Victoria College and will have direct contact with the staff, students and visitors of the school.  The post holder has a vital role in striving to deliver better, more efficient and effective services to all stakeholders across the campus.

An ideal candidate for this post will be:

Self-motivated, practical and able to work under own direction, whilst also able to work co-operatively and supportively within a team
Capable, hard-working and determined
Positive in their approach to young people and the College community
Able to remain calm when under pressure and be diplomatic in difficult situations
Committed to safeguarding and promoting the welfare of children and young people

Knowledge, Skills, Experience and Qualifications

Educated to GCSE level.
To be familiar with the Microsoft Office suite of programs and to be able to work with SIMS and Supply Jersey.
Ability to communicate professionally at all levels while exercising a high degree of confidentiality and diplomacy.
Experience of working within an organisation with a large and varied client base and the ability to feel comfortable when dealing with a diverse mix of groups and individuals.
Self-motivated, well organised, professional in approach, flexible in mind with ‘a can do’ attitude and the ability to work under pressure.
Able to operate machinery safely and correctly.
Flexible in duties and hours worked.
The post holder should be prepared to undertake training as required in order to develop skills and knowledge required for the position.

General skills / attributes

These are standard to all Government of Jersey Job Descriptions:

• 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;
• To undertake such other duties as may be reasonably expected.

Job Description

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