Job Description

Job Title: Administrative Support Officer

Team/Service:Business Unit: Children’s Services

Commissioning Area People

Responsible To: (day to day issues) Senior Education Social Worker

Accountable To: (line manager) Chair of the Torbay Education Safeguarding Service

Salary Grade: Spinal Column D

Points 14-17 £16,231 to £17,372 (pro-rata £13,160)

30 hours per week, 52 weeks per annum

1. Key Purpose of JobTo provide administrative support for members of TESS (Torbay Education Safeguarding Service) and the Education Social Worker.

2. Anticipated Outcomes of PostEffective administrative support will enable colleagues to improve outcomes for children, young people and families and opportunities for learners and staff in schools.

3. List Key Duties and accountabilities of the postTo carry out a wide range of administrative tasks, including: Prepare and distribute electronic newsletter as required. Organise the TESS meetings, take and distribute minutes and follow up on actions from

those meetings. Typing and distributing documents and letters. Arranging travel and accommodation for team members. Carrying out small research projects and preparing specialist documentation. Assisting with the production of resources. Printing and photocopying materials. Organising meetings, distributing agendas and taking minutes. Dealing with general enquiries and taking messages. Assisting with the administration of budgets within the division. Developing and maintaining a wide variety of office systems. Opening and distributing the post. Responsible for safeguarding and promoting the welfare of children at all times Liaise with the training providers, schools and venues to organise annual training

programmes. Maintain records of safeguarding activity. Act as the contact between schools, Torbay Education Safeguarding Service and other

stakeholders.

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4. Examples of the typical types of problems and decisions the post will be required to make Arranging venues and equipment for meetings and other events. The post holder will be required to prioritise their work load in an environment of high

demand when priorities can change with short notice. Finding accommodation for colleagues attending training or courses that suits need and

represents best value. Transferring information/data input for colleagues into PowerPoint presentations, Word or

Excel spreadsheets. Contacting schools and other stakeholders.

5. Budgetary / Financial Responsibilities of the post None

6. Supervision / Line Management Responsibilities of the post None

7. Working Environment & Conditions of the post

Normal working environment and conditions

8. Physical Demands of the post Normal physical effort.

9. Specific Resources used by the post Computer, Printer and Photocopier

10. Key Contacts and Relationships External: A variety of educational establishments such as schools, academies and colleges. Internal Maintaining good working relationships with a wide range of stakeholders the post

holder will come into contact with.

11. Other Duties Responsible for safeguarding and promoting the welfare of children at all times. Your current work base will be Paignton Community & Sports Academy however you may

be required to provide support in other areas. Any other duties as commensurate with the level of the post.

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Other Informationa) All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.

b) The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement.

c) The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.

d) The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.

e) This post is based at Paignton Community & Sports Academy but the post holder may be required to move their base to any other location within the Council at a future date.

f) As this post meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check (Disclosure) from the Criminal Records Bureau before the appointment is confirmed. This will include details of ALL cautions, reprimands or final warnings as well as convictions, whether “spent” or “unspent”. Criminal convictions will only be taken into account when they are relevant to the post.

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Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement.

In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

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Person Specification

Job Title:

Administrative Support Assistant

Business Unit:

Children’s Services Team/Service:

Essential Skills and Effectiveness: Desirable Skills and Effectiveness:

Effective interpersonal and communication skills. Ability to cope with a wide range of tasks within a short time

scale and work to deadlines. Ability to take accurate minutes. Ability to work effectively both independently and as a team

member. Ability to take initiative and be a self-starter. Effective organisational skills. Effective ICT skills. Enthusiasm and resilience.

Essential Knowledge: Desirable Knowledge:

Experience of working with a range of IT software including Microsoft Office (Word, Excel, Outlook) and Internet Explorer.

Knowledge of software such as SIMS and PARIS. Knowledge of Local Government policies and procedures. Working knowledge/understanding of current Children’s Services

issues and initiatives.

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Essential Experience/Achievements: Desirable Experience/Achievements:

Experience of working within a team. Experience of working in a busy office using a range of

administration procedures. Experience of dealing with a range of enquiries both on the

telephone and face to face.

Experience of working in a multi agency setting. Experience of school systems and procedures. Experience of working in an educational environment.

Essential Qualifications/Professional Memberships: Desirable Qualifications/Professional Memberships:

Educated to O Level/GCSE standard (or equivalent). O Level/GCSE (or equivalent) in English and Mathematics. European Computer Driving Licence or equivalent. RSA Stage II or equivalent. Customer Care Qualification.

Essential – Other requirements of the job role

Demonstrate a commitment to safeguard and promote the welfare of children and young people.

Ability to travel efficiently around the Bay in order to carry out duties.

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