Administrator

6 months ago

Ivybridge, United Kingdom Ivybridge Community College Full time

**Ivybridge Community College**

**Post Title**: Administrator

**Location**: Across the Trust (based at Ivybridge Community College currently)

**Reporting to**:Office Manager, with HR Administration tasks being directed by the HR Advisor

**Grade**: Devon Legacy Pay Scales, (Grade C, SCP 5-7)

**Hours**:37 hours per week x 40 weeks a year

**Responsible for**: Not Applicable

**Job Purpose**

To provide a high standard of secretarial and administrative support to assist with the smooth operation of the organisation.

Individuals in this role will have a good understanding and knowledge of administrative processes and tasks, and will develop their HR related administration and basic employment law knowledge.

**General Administration Duties**
- Provide a comprehensive and confidential administration support, liaising where necessary with appropriate staff.
- Accurate typing of documents using word processing and computer skills.
- General office practice duties such as photocopying, filing and circulating information.
- Answer telephone enquiries from staff, parents, students, external agencies and members of the public.
- Work on reception when required.
- Take minutes/notes of meetings when required.
- Support the provision of refreshments for visitors and meetings when required.
- Liaise with the College Kitchen for the provision of lunches and other refreshments for meetings as required.
- Handle all confidential correspondence with discretion and in line with the Trust and College’s Data Protection protocols.
- Use appropriate ICT packages as required, including administrating records and running reports when required. e.g. student information systems, and staffing records on SIMS
- Set up files and update where necessary.
- To be able to work efficiently under pressure, to be flexible and pro-active towards changes in day-to-day working arrangements and priorities which are liable to change at short notice.
- Attend occasional out-of-school hours functions as required.
- When required the post holder may be asked to work constructively as part of a wider College Support Team and to take an active part in the delivery of administrative needs in order to meet required deadlines.

**HR Administration Duties**
- Carry out defined recruitment and vetting checks within the required timeframes and support safer recruitment practices and the administration of the Ivybridge Community College Single Central Record.
- Administer starter/leaver and contractual change processes, including letters of appointment, statements of particulars, induction and exit questionnaires, and contract change letters.
- Support the administration of the annual Teacher’s Pay Increment process and associated written notifications.
- Maintain and update electronic/hard copy personnel records systems
- Assist the administration process for absence, maternity, paternity, adoption, shared parental leave and parental leave processes
- Monitor absence at the College, ensuring return to works are sent to managers for completion in a timely manner and any cases are escalated to the HR Officer once trigger points have been met.

**Support for the College**
- Be aware of, and comply with, the Westcountry Schools Trust policies and procedures relating to child protection and safeguarding, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
- Be aware of and support difference, to help ensure everyone has equal access to the services of the College and feels valued, respecting their social, cultural, linguistic, religious and ethnic background.
- Contribute to the Westcountry Schools Trust and College ethos and aims.
- Work as part of a team, appreciating and supporting the role of the other people in the team.
- Undertake personal development through training and other learning activities, including performance management as required.

**Health and Safety**

The post holder is required to make positive efforts to maintain their own personal safety and that of others by taking reasonable care, carrying out requirements of the law following recognised codes of practice. The post holder is also required to be aware of and comply with Westcountry School’s Trust policies on health and safety.

**General**
- To act in accordance with, and actively promote, all Trust policies, including Safeguarding, Health and Safety, and Equality and Diversity.
- To participate in Continuing Professional Development (CPD) relevant to the role and to engage in Performance Development Reviews (PDRs).
- Preparing and contributing to Trust-wide development by sharing best practice and delivering/receiving professional feedback.
- To retain confidentiality and maintain data and/or files in accordance with Trust policies for data governance, as appropriate for the role.

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

**Salary**: £21,575.00-£22,369.00 per year

**Benefits**:

- Company pension
- Free parking
-

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