College Admin Coordinator

NHS; Harrogate; On-site; GBP 60,000 - 80,000; Full time

Job description

We are looking for an Admin Coordinator to manage the College functions and provide proactive and professional administrative support, facilitating effective and quality delivery within the Care and Education team at the College, thus enabling our students to develop and learn.

Main duties of the job

To provide administrative support to Deputy Directors:

• Diary management
• Arranging meetings and collating reports
• Taking minutes for various meetings
• Making arrangements for payment of invoices and maintaining financial expenditure records

Supporting the Deputy Directors to oversee the department's budget:

• Maintain records of financial spends daily, ensuring the Head of Care is aware of the current and accurate financial state of the department at any time
• Supporting the care teams with placing orders and the completion and recording of relevant financial paperwork

About us

Henshaws is a northern charity supporting people living with sight loss and a range of other disabilities to go beyond expectations. We believe that, wherever they are, everyone has the right to an independent and fulfilling life. Our support, advice and training enables people and their families to build skills, develop confidence, help each other, and look forward to a more positive future.

Job responsibilities

1. To provide administrative support to Deputy Directors.
2. To administer college correspondence on behalf of Deputy Directors and Senior Leaders when required.
3. Supporting the Deputy Directors to oversee the department's budget.
4. Providing administrative support for the wider college teams to ensure efficient running of service.
5. Organisation and administration of role-specific and Continuous Professional Development training courses to ensure staff are trained to support students safely.
6. Annually 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.
7. To support the effective tracking of staff competencies and training needs through the training Matrix and ensuring this is kept up to date.
8. To assist the relevant Head of function with the distribution and collation of various questionnaires and the analyses of the outcomes.
9. To support with any Infection Control Prevention crisis within the care/clinical team including overseeing the admin relating to this as required.
10. Monitor medication returns and organise externals to collect when required.
11. Supporting 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).
12. To assist the Admin Manager with arrangements for the annual student Graduation event.
13. To 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.
14. Assisting with the archiving of student files, and monitoring of archive store.
15. Assist with managing the Net2 system and the issuing of swipe cards when required, to help facilitate robust Safeguarding procedures.
16. Along with other Admin Team members, completing Health & Safety audits and restocks on a monthly basis.
17. To provide general administrative support to the wider College as and when needed.
18. To create a timetable of teaching staff observations, pre-populating paperwork for Observers, keeping robust records of data and grades and producing reports accordingly.
19. To 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.
20. To be responsible for proofreading/editing, collating and coordinating student initial baseline assessments and progress reports to send out to parents.
21. Create 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.
22. To maintain accurate electronic database records.

Person Specification

Qualifications

• Experience of excellent IT skills and the ability to effectively use a range of software: Word, Excel, PowerPoint, Databases, Outlook.
• Experience, knowledge or understanding of specialist methods of communication, i.e. braille, BSL, Makaton.

Experience

• 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.