Vacancy – Admin & Relations Support

Pay scale: £12,757p.a

Hours: 33.75 Hrs

Contract: Permanent, Term Time Only

For September 2020

We are looking for candidates that are dynamic and highly motivated to work with the principal and senior management team in shaping the vision, direction, performance and future of the School. You will have very strong interpersonal, administrative, IT, organisational and communication skills

The role ensures that Tower College moves forward both organisationally, educationally and commercially. The ability to use tact and discretion when dealing with people is essential. The post will also require initiative and the ability to work as part of a team as well as independently, with minimal supervision.

Tower College is an independent co-educational day school for 3-16-year-old pupils. It was founded in 1948, located in Rainhill, St Helens. We are proud to deliver an outstanding all-round education with a strong emphasis on character development, transferable skills and preparation for life beyond school.

The successful candidates will:

  • be able to communicate effectively (both verbally and in writing) at all levels to a variety of audiences e.g. pupils, staff, parents, visitors;
  • promote a positive working environment;
  • be able to prioritise workloads; have excellent time management and organisational skills;
  • be able to meet deadlines
  • produce accurate work
  • be approachable and co-operative, with a ‘can do’ attitude
  • be confident and fluent IT skills, be confident in the use of Excel, Word, email and database programs
  • have the ability to deal with confidential matters

If you believe you have the commitment and desire to work in an environment which values staff as well as setting the highest standards and expectations then please apply using the School online application form below, or contact Mrs Zoe Wells, Business Manager or visit of website for more details.

Closing date for applications: Midday, Friday 3rd July 2020

Interviews will take place: w/c 6th July 2020 (Dependent upon Government guidance this may be online using Microsoft Teams)

The School is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. All appointments are subject to references and an Enhanced DBS check before confirmation.

Job description

Job title: Admin and Relations Support

Salary:   £12,757p.a.

Hours:    33.75hrs During Term Time 08:15am – 3.45pm Monday to Friday (with 45-minute unpaid lunch break)

Contract type: Permanent, Term Time only

Reporting to: Principal and Business Manager

Main purpose

The Admin Assistant will:

  • To provide secretarial, clerical and administrative support to the School
  • Ensure all necessary pupil records and notes are kept up to date on school systems, including SEN and medical information, ensuring compliance with the School’s policy on data protection
  • Maintain records to allow communication with Alumni
  • To be proactive in the planning and delivery of major school events organised by the SMT (such as open days, parent evenings, conferences, whole-school events, etc.).
  • Will act as the Educational Visits Coordinator assistant, specifically;
    • Supporting co-ordination of the whole-school calendar in planning trips and acting as the liaison between those staff organising the event and the Vice principal.
    • Booking transport in consultation with staff leading the trip.
    • Liaising with staff leading the trip regarding the completion of risk assessments.
  • Maintain good working relationships with the Governing Body, Senior Management Team, Teaching Staff and support staff.
  • Contribute to the maintenance and development of the Management Information System (“MIS”)

Duties and responsibilities

Administration

  • To work alongside the Business Manager to provide a seamless, effective and efficient administrative experience within the School
  • Answering the telephone and taking and passing on messages;
  • Ensuring effective and professional communication when dealing with parental requests and enquiries.
  • Updating and maintenance of the Reception area display screen;
  • Receiving visitors and guests on behalf of the School; ensuring that the visitors sign in procedure is followed
  • Ensuring that enquiries are dealt with effectively and promptly;
  • Maintaining and securing filing systems to ensure confidentiality;
  • Monitoring the progress of high-priority tasks to ensure that deadlines are met;
  • Production of lists from MIS for emergency contacts, school trips, twilight and coaches;
  • Reception and general office duties such as welcoming visitors, answering the telephone, passing on messages, photocopying and letters
  • Support SMT as required, such as writing letters, arranging meetings, making transport and other arrangements
  • Assisting in the preparation and printing of documents for publication ranging from programmes for plays and concerts to notices for parents or staff;
  • Collating of registers for external clubs and liaising with club staff and Accounts Department;
  • Liaising with staff, pupils and parents regarding visitors to the School.
  • Liaising with Academic Departments in the School, in particular the Music Department and the PE Department, over pupil lessons, shared activities and School events;
  • To deal with all members of the School and its local community in a friendly and helpful way;
  • Input, monitoring and production of the termly calendar.
  • Distribute letters and correspondence when required
  • To be aware of and ensure confidentiality at all times.
  • To cover absence and breaks, if required, for other colleagues.
  • To raise requisitions, purchase orders and goods Receive deliveries ordered via Purchase Ordering system

Registration of pupils

  • Be the prime point of contact for recording of planned absence from school by parents and guardians
  • Ensuring that attendance registers are completed by staff and any resultant action taken. Daily reports and weekly summaries produced for signing-off by SMT;
  • Monitor the process of regular registrations being taken my form or class teachers at the beginning of each school session. Chasing up missing registration returns from staff
  • Support the late registration of pupils on assembly days
  • Provide regular reporting of individual and group school lateness and absence data as required by the SMT
  • Note details of any pupils who leave or re-enter the school during the school day e.g. for medical appointments and record these in the school MIS
  • Be the main point of contact for information on daily absences from school as reported prior to the school day by email, telephone or school portal. Recording such absences on the school MIS
  • Observe and record late arrivals at school reception or assembly and record such information into the school MIS
  • Assemble a list of authorised absences daily and contact parents of those pupils whose absence school is unaware of
  • Communicate to the Principal, Vice-Principal or Assistant Vice-Principal about those pupils who cannot be accounted for
  • Monitor the timing of coach arrivals each morning to ascertain their impact on lateness

Internal & External Relations

  • Preparing electronic and print communications:
    • Developing and updating the Schools web pages under the direction of Business Manager or Bursar
    • Support in the drafting of electronic staff/student newsletters for the School, where needed
    • Assemble contributions, and draft copy for, the Schools newsletter
    • Assist with the production of other communications as required.
  • Social Media
    • Maintaining a constant presence across key social media platforms, as directed by the Business Manager or Bursar
    • Supporting key staff members in maintaining blogs and social media presence.
    • Research and analyse social media platforms to optimise the Schools presence externally and engage with alumni.
  • Assist the SMT with the School events, external stakeholders any appropriate activity that are for the interests of the School
  • Undertaking other tasks as determined by the Business Manager to support the School’s Alumni

First Aid

  • Administering First Aid to pupils and staff
  • Recording accidents and illnesses and parent communication
  • Ensure all students have completed a medical form and data uploaded on schools MIS
  • Staff medical questionnaires to be completed annually and by new members of staff throughout the year
  • First aid kits to be checked and ensure that they are complete and up to date at all times
  • Accident records to be maintained and kept in sequence order with Staff/Adult and Children records kept separately
  • First Aid Policy to be kept up to date annually
  • Check that all medicines in school are continually in date
  • Pupil Medical information to be provided to class teachers at the beginning of the academic year and updated with any changes throughout the year
  • 1st aiders lists (including in Policy) and green first aid notices throughout school to be kept up to date
  • Keep a record of when staff first aid certificates are due to expire and chase staff members a month prior to expiry date
  • Notifying the Principal of any accidents that need to be reported to RIDDOR.

General

  • To assist the Principal in maintaining and promoting the excellent reputation of Tower College whenever appropriate;
  • To set high personal standards of presentation, behaviour and service as a representative of Tower College;
  • Monitoring and review of office procedures on a regular basis to ensure that best practice is followed; making changes where these are deemed to be advantageous;
  • To attend School Admin meetings;
  • Attend and Assist with the organization of Open Events e.g. managing attendee lists and updating contact information
  • General administrative duties as required

Person Specification

Education and qualifications

  • Secretarial qualifications would be desirable but not essential
  • Confident proficiency in Microsoft Office and general IT literacy

Experience

  • Previous experience of working in a School or similar charity environment would be an advantage;
  • Good communication skills, with confident clear telephone skills
  • General office and administrative skills.
  • Excellent skills in oral and written communication as well as in listening, ability to form strong relationships with staff, parents, pupils, prospective pupils and visitors and to engage proactively and confidently with a wide range of audiences

Personal qualities

  • Ability to present a calm, courteous and professional image at all times, whether on the telephone or in person
  • Proven team working skills;
  • Professional appearance, cheerful, positive, enthusiastic and hardworking;
  • Able to work in a busy office environment and deal with conflicting deadlines;
  • Excellent organisational skills with a high level of attention to detail and a methodical and conscientious approach;
  • Able to work independently and use own initiative;
  • Articulate, with good written and oral communication and interpersonal skills to enable effective relationships with staff, parents and the wider Community;
  • An empathy towards the work of the School, which is concerned primarily with the education and care of pupils aged from 3 to 16.
  • Physical fitness to move around the School
  • Organisation, discretion, flexibility and attention to detail
  • Have a flexible attitude – as no two days are the same and the workload varies through the school year

Confidentiality

During the course of employment, you will have access to information of a confidential nature. Under no circumstances may this information be divulged or passed on to any unauthorised person or organisation. In addition, he/she must process the data and personal information in accordance with the terms and conditions of the General Data Protection Regulation 2018 and properly applied to pupil, staff and school business/information.

The post holder will be required to safeguard and promote the welfare of children and young people, and follow school policies and the staff code of conduct.

Please note that this is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the teacher will carry out. The post holder may be required to do other duties appropriate to the level of the role, as directed by the principal or line manager.

Notes: This job description may be amended at any time in consultation with the post holder.

Last review date: May 2020

Principal’s signature:               _______________________________________

Date:                                        _______________________________________

Post holder’s signature:           _______________________________________

Date:                                        _______________________________________

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TOWER COLLEGE

Candidate Privacy Notice

1 Introduction

1.1 Tower College is committed to protecting the privacy and security of your personal information.

1.2 This privacy notice describes how we collect and use personal information about you during the recruitment process, in accordance with data protection legislation and the General Data Protection Regulation (GDPR) and applies to all candidates. Nothing in this Notice should be taken to infer a particular legal status for your individual situation.

1.3 This Privacy Notice is for information only. It is not a contractual agreement.

2 Purpose

We are a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. This privacy notice applies to you because you are applying for work with us (whether as an employee, worker, contractor or volunteer). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the GDPR.

3 Data protection principles

3.1 We will comply with data protection law and principles, which means that your data will be:

3.1.1 used lawfully, fairly and in a transparent way;

3.1.2 collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;

3.1.3 relevant to the purposes we have told you about and limited only to those purposes;

3.1.4 accurate and kept up to date;

3.1.5 kept only as long as necessary for the purposes we have told you about; and

3.1.6 kept securely.

4 The kind of information we hold about you

4.1 In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

4.1.1 The information you have provided. This includes in our application form (including online), including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, and criminal convictions; and

4.1.2 Any information you provide to us during an interview.

4.2 We may also collect, store and use the following “special categories” of more sensitive personal information:

4.2.1 Information about your race or ethnicity, religious beliefs, sexual orientation;

4.2.2 Information about your health, including any medical condition, health and sickness records; and

4.2.3 Information about criminal convictions and offences.

5 How your personal information is collected

5.1 We collect personal information about candidates from the following sources:

5.1.1 You, the candidate;

5.1.2 Recruitment agency, from which we collect the following categories of data;

5.1.3 background check provider, from which we collect the following categories of data;

5.1.4 Disclosure and Barring Service in respect of criminal convictions;

5.1.5 Your named referees, from whom we collect the following categories of data; and

5.1.6 The following data from third parties is from a publicly accessible source, included but not limited to, the National College for Teaching and Leadership (part of Department for Education) Teacher Services Restriction list.

6 How we will use information about you

6.1 We will use the personal information we collect about you to:

6.1.1 Assess your skills, qualifications, and suitability for the role;

6.1.2 Carry out background and reference checks, where applicable;

6.1.3 Communicate with you about the recruitment process;

6.1.4 Keep records related to our hiring processes; and

6.1.5 Comply with legal or regulatory requirements.

6.2 It is in our legitimate interests to decide whether to appoint you to a particular role since it would be beneficial to Tower College to appoint someone to that role.

6.3 We also need to process your personal information to decide whether to enter into a contract of employment with you.

6.4 Having received your application form and the results from any test which you took, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and/or carry out a criminal record check, as appropriate before confirming your appointment.

7 If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we may not be able to process your application successfully. For example, if we require a reference for this role and you fail to provide us with relevant details, we may not be able to take your application further.

8 How we use particularly sensitive personal information

8.1 We will use your particularly sensitive personal information in the following ways:

8.1.1 We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview or as appropriate.

8.1.2 We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

9 Information about criminal convictions

9.1 We envisage that we will process information about criminal convictions.

9.2 We will collect information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We are required to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular we are legally required to carry out criminal record checks for all roles within Tower College.
9.3 We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.

10 Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

11 Data sharing

We will only share your personal information with select third parties for the purposes of processing your application and across the school. All our third-party service providers and Tower College are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions. We do share data in accordance with our legal obligations, this includes but is not limited to, the Department for Work and Pensions.

12 Data security

12.1 We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Further details are available from Tower College’s Data Protection Officer, upon request.

12.2 We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

13 Data retention

13.1 We will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to a particular role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.

13.2 If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

14 Rights of access, correction, erasure, and restriction

14.1 Under certain circumstances, by law you have the right to:

14.1.1 Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

14.1.2 Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

14.1.3 Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

14.1.4 Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

14.1.5 Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

14.1.6 Request the transfer of your personal information to another party.

14.2 If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Data Protection Officer in writing.

15 Right to withdraw consent

When you apply for a role, you will have provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact our Data Protection Officer. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

16 Data Protection Officer

We have appointed a Data Protection Officer to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the Data Protection Officer. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Our Data Protection Officer can be contacted on:

Mr M Taylor
Data Protection Officer
Tower College
Mill Lane
Rainhill
L35 6NE

0151 426 4333

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