PA/Reader

Job summary

We are looking to appoint a PA/Reader to our team.

The successful candidate will work as part of the vision support team and provide confidential, one-to-one administrative/technical support to a visually impaired manager. The vision support team deliver person-centred specialist programmes that meet the needs of our visually impaired students aged between 18-25 years, to enable the students to access learning. Regular supervision, training and CPD will be provided to the post holder.

Main duties of the job

Key responsibilities will include:

• Reading and relaying contents of letters, minutes, data, reports, policies, general correspondence, etc. that would otherwise be difficult for the manager to locate and easily read.
• Provide general admin support which might include answering the telephone, opening and sending mail, photocopying, filing, general typing, ordering stationery and other items, booking meeting rooms and hospitality, booking transport, archiving, etc.
• Maintenance of records and data recording on a management information system, MS Teams and College network to enable your manager to access and analyse information that would be difficult to independently locate.
• Scan reading, extracting/summarising key information and recording this key information in text for the visually impaired manager to access.
• Check the accuracy, presentation and layout of documents including the design and formatting of new documents.
• Organise, draft, reply, proofread and manage emails.
• Assisting in the management of electronic calendars. Organise and co-ordinating meeting requests and accessing online video conferencing meetings including Microsoft Teams.
• Transferring text/information into more accessible formats.
• Inputting and accessing information onto spreadsheets to enable the manager to access key information and analyse data.
• Prioritise workload effectively including notifying the manager of meetings, actions and agreed deadlines.

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 build skills, develop confidence, help each other and look forward to a more positive future.

Henshaws Society for Blind People aims to employ a diverse workforce and is committed to equality of employment and welcomes applications from all sectors of the community.

Henshaws is committed to safeguarding and promoting the welfare of young people and vulnerable adults. It is a criminal offence for people barred from working in regulated activity to apply for roles that require them to work unsupervised with that particular group e.g. vulnerable adults, children or both. An Enhanced DBS with barring and reference checks will be sought from the successful candidate.

Henshaws reserves the right to check social media accounts of all successful applicants.

Registered Charity No: 221888

Date posted

24 February 2025

Pay scheme

Other

Salary

£13,396.24 a year £11.44 per hour, working 25 hours per week, 40 weeks a year

Contract

Permanent

Working pattern

Full-time, Flexible working, Term time hours

Reference number

B0586-25-0014

Job locations

Bogs Lane, Harrogate, North Yorkshire, HG1 4ED

Job description

Purpose of Post

To provide confidential, one-to-one administrative/technical support to a visually impaired manager.

Responsibilities

1. Maintenance of records and data recording on a management information system, Databridge, MS Teams and College network to enable your manager to access and analyse information that would be difficult to independently locate.
2. Scan reading, sometimes very lengthy documents, extracting/summarising key information. Recording this key information either in text or onto an audio/digital device for the visually impaired manager to access.
3. Check the accuracy, presentation and layout of documents including the design and formatting of new documents.
4. Reading and relaying contents of letters, minutes, data, reports, policies, general correspondence, etc. that would otherwise be difficult for the manager to locate and easily read.
5. Organise, draft, reply, proofread and manage emails. Organise and co-ordinating meeting requests on behalf of the visually impaired manager.
6. Assisting in the management of electronic calendars and organising and accessing online video conferencing meetings including Microsoft Teams.
7. Transferring text/information into more accessible formats e.g. large print, audio and Braille.
8. Inputting and accessing information onto spreadsheets to enable the manager to access key information and analyse data.
9. Provide general admin support which might include answering the telephone, opening and sending mail, photocopying, filing, general typing, ordering stationery and other items, booking meeting rooms and hospitality, booking transport, archiving, etc.
10. Prioritise workload effectively including notifying the manager of meetings, actions and agreed deadlines.
11. Ensure that the quality of administrative work is accurate, executed to a high standard and consistent with corporate requirements.

Corporate Responsibilities

1. Attend all Henshaws mandatory and compulsory training sessions, taking responsibility to ensure training is up to date at all times.
2. Take responsibility for your own personal and professional development, including CPD where appropriate. Undertake training and development in line with agreed annual appraisal.
3. Represent Henshaws in a professional manner at all times, contributing to fundraising, marketing and recruitment activities for Henshaws Society as required.
4. Comply with Henshaws Health & Safety requirements and be aware of and adhere to current Henshaws policies and procedures at all times.
5. To ensure good working practices in line with Equality and Diversity policies and a pro-active approach is taken to equality, diversity and inclusion issues.
6. In compliance with the Code of Conduct, demonstrate high standards of personal conduct, courtesy and integrity.
7. Any other duty as required by the line manager commensurate with the post.

Person Specification

Experience Essential

• Experience in working in an administration/PA role.
• Experience of working in a customer-focused role.
• Excellent attention to detail with the ability to create letters and documents.
• Excellent time management skills with the ability to prioritise effectively.
• Experience in updating databases with accurate information.
• Calendar/diary management skills and/or experience in coordinating meetings, preparing documentation, agendas and taking minutes.
• IT literate with a working knowledge of MS Office including Word, Excel, Outlook, PowerPoint and Teams.
• Ability to scan read lengthy documents and extract key information for recording onto audio or text.
• Understanding of the needs of students and service users with visual impairments, learning difficulties and/or other disabilities.
• Experience, knowledge or understanding of specialist methods of communication, i.e. Braille, BSL, Makaton etc.

Qualifications Essential

• GCSE grade A* to C in Maths and English, or equivalent qualification.

Desirable

• Willingness to complete training for continued professional development.

Special Requirements Essential

• Flexible approach to work: this role will normally be Monday to Thursday.
• Clear speech, with good intonation.

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: Henshaws