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Job description

Job Description and Personal Specification

Job title: Administrative Officer

Place of work: Dunstable

Hours of work: 40 weeks a year (term time, plus 5 days) 37 hours per week

Salary/Grade: £23953 - 26975 (Pro Rata)/L5

Reports to: Head of Provision

Level of screening: Enhanced

Who we are

The Regulation Station CIC is all about ‘training the future’, building strength from vulnerability and preparing children and young people, not only to learn and to do well in exams, but to do well in the world and in life.

We aim to address the susceptibility of children and young people to poor social and academic outcomes due to poor mental health; academic and social exclusion and systemic inequities.

The Regulation Station is passionate about the impact early intervention can have on long term life outcomes for children and young people using Dialectical Behaviour Therapy (DBT) self-regulation skills training with children and young people, aged 9-14, that are at risk of, or experiencing, social and academic exclusion and mental health challenges.

The aim of the intervention is to increase the likelihood of children and young people achieving positive academic and personal outcomes by offering educational assessment to identify potential underlying learning and developmental difficulties and access to a personalised curriculum.

Our Values

• Take care of yourself and others
• Be accountable for your actions and their impact
• Embrace vulnerability as a source of strength
• If it’s not good enough for you, it’s not good enough for anyone else
• Know what you want to achieve before you begin
• Be aware of your power and use it wisely
• Take time to stop and smell the roses

Our Core Principles

• All behaviour is communication
• Those we work with are doing the best they can and want to improve
• Those we work with need to do better, try harder and be motivated to change
• Those doing the work also need support

What does good look like for this role?

You are accustomed to taking charge of your area of responsibility and are highly organised, with the ability to adapt to shifting priorities. You have experience with financial systems and IT packages and are a quick learner.

You have experience of working in education settings and are comfortable in an environment where students with complex emotional and behavioural challenges are taught. You are passionate about inclusion and confident that you able to handle the responsibility that dealing with the emotional well-being of vulnerable young people can bring.

You are flexible in your approach, positive and self-motivated, able to work both independently and as part of a team. You have the ability to hold responsibility for a range of areas, ensuring high quality administration across them all.

Main Duties and Accountabilities

Overall purpose of role

• The first point of contact for external visitors and incoming communications
• Ensuring a high standard of service to visitors, pupils and staff.
• Ensuring the telephone is answered in an appropriate manner and all messages are dealt with to an agreed standard.
• Ensuring emails are responded to in a timely manner and that office protocols are followed
• Responsible for undertaking all administrative, financial and organisational processes within the provision, maintaining confidentiality at all times.
• Provide full administrative support to staff as required
• coordinate the activities of the team by organising internal and external meetings
• Maintain accurate records of all meetings and visits
• Provision of information and services in dealing with and resolving enquiries and complaints
• Provide advice and guidance to staff on administrative issues.

Relationships and Expectations

• Establish and maintain a positive regard towards both students and staff, promoting equity and inclusion.
• Maintain good relationships with students, exercise appropriate authority, and act decisively when necessary
• Have high expectations of behaviour, and establish a framework for discipline with a range of strategies, using praise, sanctions and rewards consistently and fairly
• Have clear rules and routines for behaviour, and take responsibility for promoting good and courteous behaviour across the provision, in accordance with the provision’s behaviour-regulation policy
• Support positive behaviour taking into account the personal, social and emotional needs of students.
• Promote a love of learning and students’ intellectual curiosity
• Set high expectations which inspire, motivate and challenge students
• Demonstrate consistently the positive attitudes, values and behaviour which are expected of students
• Establish good relationships and communicate effectively with parents/carers and other stakeholders
• Be committed to celebrating students’ successes and presenting their work through high quality displays, exhibitions etc.

Organisation

• Ensure all visitors receive a warm welcome and in accordance with safeguarding procedures. To provide hospitality as required.
• Co-ordinate the referral process, maintain waiting lists and allocate spaces as directed by senior leaders.
• Manage and monitor the induction process for new children
• Coordinate daily attendance checks, including calls to referring schools, maintain records of absence/lateness and highlight any concerns to senior leaders.
• Contribute towards the planning, development and organisation of the support service systems, procedures and policies.
• Supervise, train and develop staff as appropriate
• Coordinate the provision diary – scheduling internal and external visits

Administration

• Assist with the preparation and circulation of meeting papers
• Write minutes for meetings as required.
• Undertake word processing, IT based tasks and correspondence.
• Provide personal, organisational and administrative support to staff and the Directors.
• Maintain student records and be responsible for completion and submission of forms etc. including those to outside agencies e.g. weekly summary reports.
• Manage the administration of training and CPD for all staff, including sourcing and booking courses
• Manage the administration of recruitment including advertising, collating documentation, medical clearance and DBS checks as required
• Prepare relevant paperwork, such as registers, where required
• Maintenance and responsibility for the Single Central Record
• Analyse and evaluate data/information and produce reports/information/data as required
• Process Disclosure & Barring Service (DBS) checks
• Issue ID passes for staff, students and contractors

Resources

• Order, monitor and manage stock, ensuring best value following the provision’s purchasing processes
• Operate relevant equipment and IT packages and systems e.g. attendance and reporting
• Manage financial administration procedures and maintain appropriate records to satisfy audits
• Create invoices and complete payment of received invoices under direction of senior leaders
• Reconcile income received, maintenance of records and ensure cash is stored securely.
• Assist with marketing and promotion of the school as and when required.
• Assist with the planning, monitoring and evaluation of the budget
• Manage office expenditure with an agreed budget
• Manage service contracts
• Manage school licences and insurances
• Assist with the organisation of premises repairs under the direction of the Head of Provision.

Responsibilities

• Be committed to the safeguarding and promotion of the welfare of children and young people.
• Comply with policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, equal opportunities, reporting all concerns to an appropriate person.
• Develop constructive relationships and communicate with all staff and other agencies/professionals.
• participate in training and other learning activities and performance development as required
• recognise own strengths and areas of expertise and use these to advise and support others
• attend and participate in regular meetings with the Head Teacher and Trust Office Managers to provide updates, discuss developments of the administration function and share any issues or concerns
• Ensuring all day to day tasks are agreed and undertaken.
• Reviewing current office systems and identifying improvements to achieve best practice and efficiencies.
• Ensuring full compliance with GDPR regulations in all aspects of the School office work, and wider school where relevant.

Professional development

• Take an active part in identifying and working on one’s own professional development needs.
• undertake any training as appropriate with the aim of increasing professional skills and expertise
• Deliver in-service training to colleagues as appropriate.
• Take responsibility for improving performance through appropriate professional development, responding to advice and feedback from colleagues

Other duties

• Embody and model The Regulation Station mission, values and core principles making a positive contribution to the wider life and ethos of the provision
• Contribute to improvement planning and provision self-evaluation process as appropriate
• Undertake shared duties of supervision of students during break times and before and after provision
• Make full use of Performance Appraisal opportunities
• Comply with all provision policies and procedures.
• undertake other duties as deemed appropriate by the appropriate line manager and Senior Leaders

Organisational Relationships

• Parents and Carers
• The Regulation Station colleagues
• External agencies and other professionals
• Students
• Local Authority
• Multiagency teams
• Community leaders and organisations

The duties above are neither exclusive nor exhaustive and the post holder may be required to carry out additional appropriate duties within the context of the role and their level of skills and expertise.

The job description is current at publication but, in consultation with the post holder, may be changed by the Directors to reflect or anticipate changes in the job commensurate with the job title and skills level.

The Directors are committed to safeguarding and promoting the welfare of students, their families and our stakeholders and expect all staff and volunteers to share in this commitment.

If appointed the post holder will be required to comply with all organisational policies and to uphold the mission and values as set out in the introduction to The Regulation Station

Safeguarding

CONTEXT:

All staff are required to support the values and ethos of The Regulation Station and development priorities as defined by the Directors. This will mean focusing on the needs of colleagues, parents and students and being flexible in what can often be a busy, pressurised environment.

Because of the nature of this job, it will be necessary for the appropriate level of Disclosure and Barring Service check (DBS) to be undertaken. Therefore, it is essential in making your application that you disclose any convictions or cautions (excluding youth cautions, reprimands or warnings) that are not 'protected' as defined by the Ministry of Justice. The DBS check will reveal both spent and unspent convictions, cautions and bind-overs as well as pending prosecutions, which aren't 'protected' under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (2013 and 2020) and check to establish that a person is not barred from 'regulated' activity as defined by the Safeguarding Vulnerable Groups Act 2006.

Guidance about whether a conviction or caution should be disclosed can be found on the Ministry of Justice website.

The fact that a pending prosecution, conviction, bind-over or caution has been recorded against you will not necessarily debar you from consideration for this appointment.

In the event of employment being taken up, any failure to disclose relevant convictions will result in dismissal or disciplinary action by the provision.

Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers.

The Regulation Station is committed to safeguarding and promoting the welfare of students and expects all staff to share this commitment.

Person Specification
NVQ3 in Business Administration or equivalent qualification in a relevant discipline (or working towards)

Equivalent qualifications to Level 3 or above)

Educated to A ‘Level or above

Training in Behaviour Management or Trauma, Mental Health Awareness or a Youth Mental Health First Aid Certificate

KNOWLEDGE

Excellent working knowledge including MS Office (Word, Excel, Outlook)

Developing, managing and operating clerical/administrative/financial and organisational systems

Competent use of IT packages including word processing, computerised accounting systems and school MIS systems

Understanding of equal opportunities and safeguarding

EXPERIENCE

Minimum of one year of administrative experience in an office environment at senior level

Organising, leading and motivating other staff

Analysing and evaluating data

Experience with SIMs or equivalent information management system

Experience in Human Resources or recruitment

SKILLS & ABILITIES

Excellent literacy/numeracy skills

Excellent interpersonal, oral and written communication skills

Ability to establish good working relations at all levels – with students, parents/carers, teachers, senior leaders, Directors and other stakeholders

Good knowledge of financial regulations

Excellent attention to detail

Ability to use relevant office equipment effectively

Ability to plan, organise and prioritise

Ability to work independently and as part of a small office team

Commitment to safeguarding and equality

OTHER

Share The Regulation Station values

Positive about embracing challenge and change, open to experimenting, new ideas, reflective practice and working with other organisations in a spirit of partnership

Commitment to self-development and willingness to undertake further training

Ability to work autonomously within agreed boundaries

Commitment to acting with integrity, honesty, loyalty and fairness to safeguard the assets, financial probity and reputation of the school

Ability to work under pressure and prioritise effectively

Commitment to maintaining confidentiality at all times

Deals with difficult situations effectively

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Salary: £23,953.00-£26,975.00 per year

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Dunstable, LU6 3SF: reliably commute or plan to relocate before starting work (required)

Experience:

• Administration (required)

Work authorisation:

• United Kingdom (required)

Work Location: One location

Reference ID: TRSCIC AO