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Regional Administrative Assistant

Role

Regional Administrative Assistant

Reports To

Regional Account Manager/Senior Account Manager in region

Location

Office based

This role profile consists of two sections.

  1. The Job Specification that describes the ELIGIBILITY criteria needed to be successful in the role, the qualifications and experience factors.
  2. The Person Specification that describes the SUITABILITY factors needed to be successful in the role, the behavioural and competence requirements.

The role profile can be used to recruit new people into the organisation or as a yardstick for developing people already employed within the business. In this case additional pages that cover the subjects of the Personal Development Plan and the Competencies report for the individual need to be considered. These are part of the Personal Development and Review process. This Role Profile does not form part of the employment contract and may be changed from time to time to meet the changing needs of the business.

Job Specification

Role Purpose

To provide administrative support to the RAM/SAM and Account Manager(s) within the region.

Business Outcomes

As a consequence of the role the expected business outcomes are as follows. These form part of the strategic Key Performance Indicators for the business and progress against these targets is reviewed monthly at Management Operations Meetings

  • Regional administrative tasks are completed to time
  • Regional operational staff are able to focus on business goals

Key Responsibilities:

These have both an external and internal focus

External focus
  1. Liaison with Regional Chair
  2. Liaison with regional companies
  3. Liaison with regional training providers
Internal focus
  1. Regional Forums Book accommodation, raise purchase orders for costs, send invites agenda via email & post to contacts, collate responses, attend, take, type up and distribute minutes, distribute paperwork to contacts, file paperwork and update website.Book room, catering.
  2. Regional Discretionary Grants – admin, letters, enter on Consensus; monitor spend via s/sheet; deal with invoices from companies, then pass through to accounts for payment.
  3. Regional Team Meetings, book room, order lunch, enter in diary, take minutes, distribute minutes and complete any actions arising.
  4. All Regional Events - information days/careers events, Arrange working party meetings/venues/catering and take & distribute minutes. Raise POs as required/liaise with organisations, etc
  5. Apprentice Recruitment - Advertising, organising interviews, testing, sending out letters, etc. (Applicants apply to Blue Court not the region)
  6. Apprenticeships – On receipt of application forms from Blue Court, enter approved applications on consensus, send applications to account managers, change statuses on consensus as application progresses. Send rejected application forms back to the Apprentice team at Blue Court for actioning.
  7. Learner Review Records ‘NASEC 18’ - enter updates onto Consensus and set next review date.Take regional copies as required.Send original to Apprentice admin team at Blue Court to action PPE, Disciplinary letters, any stationery requests: POWE’s, Continuation sheets, Evidence record, Standards booklets, PSAR’s etc.Blue Court maintains the budget on stationery.Site Joining/Transfer Instructions - Send TR1 forms to Apprentice admin team at Blue Court who will update Consensus.
  8. Customer Engagement Monitoring - Maintain a customer engagement spreadsheet to monitor when they’ve been contacted; arrange apptnmts as appropriate; File the contact reports.Fill in the CY07 PIs report - send to Rakhee
  9. Significant Contact reports – typing up contact reports, complete monthly spreadsheet for PI's, file detailed  report from Crystal for future reference on S: drive
  10. Monthly Reports.Distribute to interested parties and file on S: drive
  11. Trainee List - Check monthly crystal list from Blue Court corresponds to known regional apprentice population, and advise Apprentice admin team at Blue Court of updates so that Consensus is kept up to date and accurate.
  12. General Admin Duties - telephone, dealing with regional enquiries from cos & learners, filing, photocopying, updating databases, faxing, post, diary management, office stationery/incidentals [check stock at Blue Court), gathering info for monthly regional report, keeping regional details up to date on Consensus, travel bookings for team.
  13. Regional Budget monitoring - Raise P/O’s, type up invoices; keep records/spreadsheet for Monthly Budget.
  14. Appraisal support – typing PDR docs as necessary
  15. Web site – ensuring regional details are up to date, actioning as required.
  16. Scope and Levy support admin as required
  17. Other duties as may reasonably be assigned to you from time to time

Key Principle Apprentice tasks that impact on their pay, funding, or audit must be coordinated from Blue Court.

Any issues that require clarification must be referred to the Administration Manager at Blue Court in the first instance.

Key Accountabilities:

These describe the deliverables and reports that need to be produced on a monthly basis that form an additional part of the management process of the business. (The precise format has to be agreed but these areas will need to be reported monthly)

  1. Monthly reports and statistics as may be requested.
  2. Monthly budget reporting as may be requested.

Managerial or leadership responsibilities

The role has no responsibility for coordinating the efforts and results of others except for those people who are new to the business and are assigned to the jobholder for basic induction training.

Role Dimensions

None of note.

Person Specification

This section sets out the experience, behaviours and competencies that are required for successful delivery of the role.

Experience specification

  1. GCSE level of education or equivalent including Maths & English.IT literacy is essential.
  2. Three to six months related experience and/or training; or other equivalent combination of education and experience.
  3. Good work organisation skills, ability to prioritise, and meet deadlines.
  4. Reasoning ability to understand routine instruction whether verbal or written.
  5. Ability to write routine correspondence. Ability to effectively give information clearly to customers, clients, and other employees of the organisation.
  6. Problem solving ability to deal with problems that arise in standardized situations.

Behavioural demands of the role

It is helpful if the post holder can identify with these behaviours, as the role is likely to require them.

  • Being loyal to the job, people and company.
  • Being obliging and accommodating.
  • Weighing pros and cons before making decisions.
  • Limited confrontational reactions.
  • Logical approach to decision making.
  • Having a balance between people and task.
  • Having a helpful approach.
  • Advancement based on knowledge and skills.
  • Producing tangible results although some tasks may be repetitive.

Competencies

These are required to be successful in this role. A measurement system to determine the extent to which these exist for any individual is available as part of the overall personal development process.

  1. Functional Acumen

    Having the skills, knowledge and abilities necessary to be effective in the specific technical content of a job.Having the necessary education, training or experience to do the job well.Regularly maintains and improves his/her technical knowledge and skills to continue to be effective in his/her job.

  2. Delivering Results

    Maintaining a high level of commitment to personally getting things done.Personal responsibility is assumed for achieving outcomes and work effectively with little direction.Is dependable and responsible.

  3. Customer Service

    Recognizing and understanding customer needs and delivering in a manner that exceeds customers’ expectations.Like to please customers and can recognise customers’ needs.Listens to and values customer suggestions and feedback. Exerts a high level of effort to meet customers’ needs in a timely manner.Delivers excellent customer service to all customers

  4. Teamwork & Collaboration

    Effectively working and collaborating with others toward a common goal.  Able to build and maintain cooperative work relationships with others.  Able to complete own tasks for group projects in a timely and responsible manner and directly contribute to reaching the group goal.   Assists others in the completion of their tasks to support group goals

  5. Interpersonal Communication

    Communicating clearly and effectively in an informal and formal manner with people inside and outside of the organisation. Able to listen effectively and develop rapport with others.  Able to articulate thoughts and ideas clearly, and present information in a straightforward and logical way, ensuring that it is understood. Information is shared with others that will improve overall work progress.Communication is truthful and constructive.

  6. Respecting Diversity

    Understanding, accepting and being sensitive to individual differences. Treating all people equally, regardless of gender, race, creed, place of origin, status or level of position. Treats others fairly and with dignity. Emphasises commonality rather than differences, encourages openness and tolerance. Evaluates on the basis of objective merit rather than subjective biases.