Faculty Administrator / Receptionist (Fixed Term - Maternity Cover)

JOB TITLE FACULTY ADMINISTRATOR/RECEPTIONIST (Fixed Term – Maternity Cover)
POST GRADE: Support Scale 4 (pro rata) HOURS OF WORK: 21 hours per week. term time only THE POST
This is an important post, serving a busy campus and office which is the central administrative base for student records and School of Study. RESPONSIBILITIES AND DUTIES o To work to the direction of the Team Leader: School of Study Administrators. o The College is based on two campuses and it may be necessary for the post holder to spend time on the Deanfield site. o To work with the School of Study Administrators in the provision of administrative support, to include: o Typing student references and letters to parents and students, as required. o Maintaining student records including archives, and the disposal of obsolete o Tracing past student files and other records, principally in response to reference requests. o To undertake data inputting tasks including, Ensuring Student Absence Notification data is up to date, which includes recording parents notifications (in the absence of a school of study administrator), educational visits, enrichment activities, as directed by the School of Study o To assist the School of Study Administrators with the UCAS application process including checking application forms, as necessary. o Data inputting relating (o specific courses such as Extended Project, and cross college courses, as requested by Data Manager o To ensure that photocopiers are kept in working order, in liaison with the Reprographics Technician, and replenished with paper. o To maintain and record supplies of stationery for the Rotherfield campus, in liaison with the Reprographics Technician. To be responsible for administrating the print/copier credit for teaching staff on site at Rotherfield. o In liaison with the Director of HR, Estates Manager and IT to maintain and update the staff college 'phone list. o Working with the PA to the Deputy Principal and School of Study Administrators to ensure that student and parent contact details are correct at the beginning of each academic year To ensure the noticeboards on site are kept up to date and up to date newspapers displayed (in staff room) o To maintain and distribute stocks of forms; and information sheets held at the Rotherfield Reception and Staff Room. o To be responsible for maintaining the good appearance of the Rotherfield Meeting Room in liaison with the Estates team; and to support any visitors using this facility (Admissions, EQR, Examiners) with refreshments. o To maintain supplies of paper cups for the canteen water machine. o To provide first aid back up (optional) o To assist staff in locating empty classrooms o To provide cover for Rotherfield Reception in the absence of the Receptionist (including lunchtimes) o To carry out reception duties at Rotherfield and maintain the good appearance of the Reception area in association with the Buildings and Estates Team. o To provide the first point of contact of the Rotherfield site for visitors, students, staff and contractors. To deal with visitor, email and telephone enquiries including coordinating messages to staff and the School of Study Administrators regarding students; email requests for the minibus, meeting room bookings, parking, requests for information on the College. To maintain a register of all visitors and contractors on site and to issue them with permits. To allow visitors' cars access through the car park barrier including being available for raising and lowering the barrier to the site, if necessary. To be responsible for reserving parking, spaces on request from senior staff. To administer booking of the Rotherfield meeting room To receive, record and dispose of lost property. To be responsible for the sorting and prompt delivery of post to staff based at Rotherfield, either directly or via pigeonholes, to include notifying of staff without delay when parcels have arrived for them. To ensure the timely delivery of post to Deanfield In liaison with Deanfield Receptionists to administer the Rotherfield minibus bookings including ensuring the log sheet is kept up to date; issuing of the key to staff on receipt of student passenger lists and destination, information; filing of student visit lists. To ensure the correct reporting procedures are, in the event of personal injury or accident to a student, member of staff or visitor and to liaise with the relevant members of staff responsible first aid on site. To provide assistance to students at the beginning of term with ensuring they have the correct timetable information. To take part in the termly administrative meetings.