College Admin Coordinator

Job description

Job responsibilities

1To provide administrative support to Deputy Directors;

2To administer college correspondence on behalf of Deputy Directors and Senior Leaders when required;

3Supporting the Deputy Directors to oversee the departments budget

4Providing administrative support for the wider college teams to ensure efficient running of service.

5Organisation and administration of role specific and Continuous Professional Development training courses to ensure staff are trained to support students safely.

6Annually plan and arrange the 2 week training calendar for the Care, Clinical, Therapy and Education teams where relevant. Liaise with each service and appropriate senior leaders to assess and prioritise

7To support the effective tracking of staff competencies and training needs through the training Matrix and ensuring this is kept up to date

8To assist the relevant Head of function with the distribution and collation of various questionnaires and the analyses of the outcomes.

9To support with any Infection Control Prevention crisis within the care/clinical team including overseeing the admin relating to this as required.

10Monitor medication returns and organise externals to collect when required

11Supporting the Care team in emergencies, giving admin support organising the safety of the students as a priority when required. E.g., floods, fire, power cuts

12To assist the Admin Manager with arrangements for the annual student Graduation event.

15To assist other members of the Admin Team to deliver an efficient admin service and to prioritise workload effectively to meet deadlines and maintain high team standards. This includes covering Reception as and when required

16Assisting with the archiving of student files, and monitoring of archive store

17Assist with managing the Net2 system and the issuing of swipe cards when required, to help facilitate robust Safeguarding procedures

18Along with other Admin Team members, completing Health & Safety audits and restocks on a monthly basis

19To provide general administrative support to the wider College as and when needed

20To create a timetable of teaching staff observations, pre populating paperwork for Observers, keeping robust records of data and grades and producing reports accordingly

21To create a Learner Journey, Pen Portrait and Evidence of Progress file for every new student and update the files for continuing students and be responsible for the relevant archiving of these files at the end of each academic year

22To be responsible for proof reading / editing, collating and co-ordinating student initial baseline assessments and progress reports to send out to parents

23Create Next of Kin contact databases in order to be able to organise and administer College Parents Days and to communicate with parents on a regular basis for events including spring/summer fairs, annual graduation ceremony, student balls, feedback questionnaires etc.

24To maintain accurate electronic database records

Person Specification

Qualifications

Essential

• Experience if excellent IT skills and the ability to effectively use a range of software Word, Excel, PowerPoint, Databases, Outlook.

Desirable

• Experience, knowledge or understanding of specialist methods of communication, i.e. braille, BSL, Makaton.

Experience

Essential

• Experience of working in an administration role in a busy office environment.
• Experience of working in a customer led environment.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Henshaws Specialist College

Address

Bogs Lane

Harrogate

North Yorkshire

HG1 4ED

Employer's website

https://www.henshaws.org.uk/ (Opens in a new tab)