Reception and Administration Assistant

2 weeks ago

Birmingham, United Kingdom Foundation for Conductive Education Full time

**NICE - Centre for Movement Disorders**

**JOB DESCRIPTION**

**I. JOB TITLE: Reception and administrative assistant**

RESPONSIBLE TO: Head teacher

**II. JOB PURPOSE**

To co-ordinate the administrative functions of the children’s services and training departments and to provide administrative support to the Chief Executive and conductive staff involved in Children’s Services.

**III. JOB ACTIVITIES**

**Children’s services**
- Administration of pre-school and school admission, attendance and dinner registers; DfE register
- Recording children’s attendance for statutory purposes;
- Inputting and maintaining information held on the children’s database;
- Administration of EHCP meetings for children, collating reports, including servicing review meetings, taking, writing up and distributing minutes;
- Corresponding with parents, taxi drivers/guides and LA transport departments about issues and developments in Children’s Services
- Collecting NICE membership fee
- Liaising as necessary with the Finance department regarding fees for school placements and invoicing as required;
- Providing word processing, shorthand, copy typing, photocopying for the Chief Executive and other Children’s Services staff;
- Maintaining and reviewing children’s records, including confidential children’s files as required;
- Maintaining Children’s services diary
- Providing information for fundraising department as and when required
- Administering off site projects, liaising with other agencies, booking rooms etc
- To maintain emergency information and incident/accident book for children attending Children’s Services
- Preparing P&C weekly timetables
- To liaise with the nurse educator team over the administration of emergency medication and ensure all individuals’ forms are up-to-date
- Maintain statistical information as required for internal purposes as well as for DCSF censuses
- Monitoring policies and circulating them our before review deadline
- Creating a copy of folders for those pre-school children who are attending regularly
- Handling, managing and protecting personal data accordingly to GDPR. Being aware of policies at Children’s Services. Ensuring annual or bi-annual updates of policies
- Creating termly newsletters for Children’s Services

**Training department**
- Liaising with external training partners, Conductive Education providers and promoting good working partnerships
- Contributing to the production of appropriate marketing materials
- Ensuring relevant course materials are available for students
- Managing student records
- Liaising with accreditation panels and external examiners as appropriate
- Managing the Conductive College diary and ensuring regular meetings with programme lead and rest of college team
- Ensuring relevant financial information is provided to the financial controller

**Reception duties**
- Welcoming and ensuring visitors are signed in and are aware of the Foundation’s emergency procedures and safeguarding information
- Ensuring all visitors are legitimate visitors on business with the Foundation
- Ordering items of stationery for the Foundation
- Preparing orders and ordering stock for children’s services as required
- Administering the franking of post in conjunction with the Administrator for Rehabilitation and personally frank post for children’s services
- Administering the petty cash for the cook and caretaker’s needs
- Ensuring photocopier in new building is serviced and restocked with toners/cartridges etc.
- Undertaking any other duties that may reasonably be required.

**IV. TERMS AND CONDITIONS**

TENURE: 35 hours per week over five days 39 weeks per annum (school term only).

**V. **SALARY: FCE Training and administrator scale

**Actual salary £16,000 - £18,000**

HOLIDAYS: 17.25 days taken during the school vacations.

**VI. PERSON SPECIFICATION**

**ATTRIBUTES JOB REQUIREMENTS**

SKILLS Shorthand (desirable not essential) audio, copy typing, word processing (Excel,
Word, Powerpoint etc.)

Filing.

Minute taking.

Numeracy.

Good verbal communication.

KNOWLEDGE Special education, e.g. statementing
(desirable).

Office procedures.

ABILITIES Good telephone manner.

Dealing with people.

Organisation of oneself and others.

Confidence to liaise with outside agencies.

EXPERIENCE Previous administrative experience. School office desirable

PERSONAL Reliability

Good work ethic

Commitment to the role

Confidence.

Pleasant manner.

Good personal appearance.

Flexibility.

Sensitivity - responding to families’ needs.

Ability to work in hectic environment.

Confidentiality.

DBS check essential.

QUALIFICATIONS Educated to at least GCSE

**Job Types**: Full-time, Permanent

**Salary**: £16,000.00-£18,000.00 per year

**Benefits**:

- Company pension
- On-site parking

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Birmingham: reliably commute or plan to relocate before starting work (required)

**Experience**:

- adm

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