Secretary

3 weeks ago


Newton Abbot, United Kingdom Big Ant Group Full time

BIG ANT Recruitment are recruiting for a local charity that provides high quality care and education for children and young people who face life challenges. Their aim is to move them into further/higher education, employment or training, or in the case of younger children, to reintegrate them into mainstream education.

**Centre Responsibilities**:

- Maintaining strict confidentiality in all aspects of the role
- Answering and directing calls and passing on messages
- Meeting and greeting visitors to the Centre and making refreshments where appropriate for visitors
- Ensuring that reception and visitor areas are kept clean and tidy
- Receiving incoming post and deliveries and posting outgoing correspondence in a timely manner
- Typing up reports and meeting minutes where requested by the Head of Centre
- Completing Head of Centre specific administration where requested
- Ordering stationery and household requisites
- Receiving incoming post and deliveries and posting outgoing correspondence in a timely manner
- Ensure staff signing in sheets are maintained in accordance with Health and Safety guidance for Fire Drills
- Ensure timely photocopy readings are sent to the suppliers for accurate invoicing
- To complete the day to day administration and balancing of the centre petty cash
- Ensure that staff sign in and out pool cars
- Ordering resources and household requisites

**GDPR Responsibilities**:

- To work cohesively with the Data Protection Lead Officer and the Head of Centre to ensure that all GDPR policies and procedures are adhered to and that all GDPR staff training has been completed
- To ensure that any document disposal is completed in accordance with the Records Retention Policy and the data destruction log is updated
- To ensure that a hard copy GDPR master file is maintained at the Centre, which includes the current Data Protection Policy, Record Retention Policy and Privacy Notices
- To manage Subject Access Requests, Incidents and Cyber Incidents at Centre level under the guidance of the Data Protection Lead Officer
- To ensure relevant GDPR one page guides are displayed within staff areas at the Centre
- To assist the Data Protection Lead Officer with any staff GDPR CPD training and updates
- To complete weekly checks at the Centre, under the guidance of the checklist, to ensure the highest level of data protection is maintained, highlighting any concerns to the Data Protection Lead Officer and Head of Centre

**Student Administration responsibilities**:

- Managing the timely annual distribution of existing student data capture forms and ensuring they are returned before the commencement of the new academic term
- Setting up and maintaining student electronic files, uploading new details and forms, ensuring they are accurately dated on the system
- Ensuring that all student are added to CPOMS and that all relevant staff are linked to students, then responsible for the ongoing maintenance of this
- Ensuring accurate student and parent details are input onto Parent Mail
- Receiving student absences and updating internal and County attendance registers accordingly within the required timeframes
- Ensuring pre-16 student attendance is reported to on-roll schools weekly
- Responsible for forwarding student lunch registers to the Finance Manager for invoicing
- Ensuring a “going out” pouch is put together for all students at your centre
- Maintaining student signing in and out sheets for your centre
- Updating, maintaining and distributing student abbreviation sheets
- Updating, maintaining and distributing student emergency contact sheet
- Responsible for sending End of Term letters to parents in a timely manner

**Role**
- Temporary role with the potential of becoming permanent
- Monday to Friday
- 37.5 hours per week
- 8.30am - 4.30pm
- Hourly pay rate - £13.50

**Job Types**: Full-time, Temporary contract

**Salary**: £13.50 per hour

**Benefits**:

- On-site parking

Schedule:

- Day shift

Ability to commute/relocate:

- Newton Abbot, TQ12 3RZ: reliably commute or plan to relocate before starting work (required)

**Education**:

- A-Level or equivalent (required)

**Experience**:

- Administrative: 5 years (required)

Work authorisation:

- United Kingdom (required)

Work Location: One location

Reference ID: DELCS


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