Administration Apprentice - Workington, United Kingdom - Energy Coast UTC

Energy Coast UTC
Energy Coast UTC
Verified Company
Workington, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

JOB DESCRIPTION

JOB TITLE Business Administration Apprentice


LOCATION Energy Coast UTC, Blackwood Road, Lillyhall
, Workington


HOURS OF WORK 38 hours per week, Monday - Thursday 08:00-4:30, Friday

08:00-2:30

Full time, full year


RESPONSIBLE TO Assistant Principal


OVERALL PURPOSE OF JOB

  • To provide comprehensive support, delivering finance and examination administrative functions in the college.
  • To assist in the smooth running of the main administration office, including reception

DUTIES AND RESPONSIBILITIES

Finance

  • Process purchase orders, receive delivered goods and process invoices.
  • Control the college's petty cash, ensuring receipts are obtained for all purchases and proper records are maintained.
  • Record (issue receipts if necessary) and safe keep all cash received into the college.
  • Ensure that all cash is banked and processed correctly.
  • Maintain filing systems, ensuring that records are suitable for audit.
  • Ensure that college staff follow the approved procedures in regard to orders and authorisation of the purchase of goods and services.
  • Make sure that all invoices for services are raised promptly and receipt of income is monitored.
  • Process staff expense claims.
  • Assist staff with the financial planning of trips.
  • Order stationery and office consumables for the college.
  • Support the Business Director with any financial systems as requested.

Examinations

  • Liaise with senior staff regarding examination entries.
  • Process and submit entries for public examinations as directed by the Examinations
Officer.

  • Support in the creation of schedules, timetables and seating plans for school and public examinations.
  • Support daily running of school internal and public examinations

This will include:

o Liaising with the Facilities and ICT department to ensure that halls and rooms are available, and desks and chairs set out as required.

o Setting up examination venues as per examination board requirements. o Ensuring that all required materials are in the examination rooms for the start of the examinations.

  • Follow the guidelines and procedures laid down by examination boards and the Joint
Council of Qualifications (JCQ.

  • Assist in communication with invigilation staff.
  • Register students on vocational qualifications and make sure these are kept up to date throughout the length of the course.
  • Organise examination materials, ensuring safe storage of examination stationery and materials, including question papers, in accordance with regulations.
  • Assist in the coordination of the posting of coursework and examination papers.
  • Keep up to date with records and procedures for the JCQ onsite inspection.
  • Deal with correspondence from parents and external bodies promptly and as required.
  • Invigilate school and public examinations as required.
  • Support in the distribution of external examination results
  • Assist in receiving, collating, storing and distributing examination board certificates.

General Administration

  • To, along with other administrative staff, cover the Reception desk, being the first point of contact for all face to face and telephone queries into the Energy Coast UTC.
  • Ensure that all safeguarding procedures are adhered to in relation to visitors e.g. that visitors are signed in, issued with a visitors pass, escorted and monitored accordingly.
  • Respond to queries professionally, efficiently and effectively.
  • Provide administration support to all areas of the college including, reprographics.
  • Update manual and computerised records and information systems, in order to maintain a comprehensive, uptodate paper and electronic filing and information system, using standard reports, various software and respond to adhoc queries, where appropriate. This may include setting up of layouts of documents and tables, as well as the production of reports and spreadsheets.

Other Specific Duties

  • Continue personal professional development as required.
  • Understand the implications of the Freedom of Information Act and the Data Protection Act and other legislation to ensure confidentiality of records and information is maintained.
  • Attend staff and other meetings and participate in staff training and development events as required.
  • Actively engage in the performance review process.
  • Adhere to the UTC's policies and procedures with particular reference to Child Protection,
Equal Opportunities and Health and Safety.

  • Set a professional tone for behaviour, both as a role model and by supporting the culture of mutual respect between students and colleagues.
  • Understand the safeguarding requirements of the UTC and ensure compliance with the policy.
  • Perform other appropriate duties as and when required.
The person undertaking this role is expected to work within the policies, ethos and aims of the UTC, to carry out such other duties as may reasonably be assigned by the Principal, and to play a full part in the li
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