Administrative Assistant LBS-004

PURPOSE OF THE JOB To undertake a range of administrative functions in order to support the work of Southwark Adult Learning Services. The post-holder will act as a first point of contact for enquiries from the public and provide reception support at the front desk. The role requires contact with learners, parents, external organisations, contractors, colleagues from other departments and visitors.

PRINCIPAL ACCOUNTABILITIES Responsibilities To establish and maintain administrative systems to support the work of all staff within the service. To provide a reception service for staff, learners and visitors. To contribute to the security of the centre by monitoring the entrance and exit of visitors and alerting the duty manager of any issues causing security-related concern. To request all visitors to sign in and out at reception. To ensure that the reception, waiting areas and notices are maintained to a high standard throughout the day. To maintain administrative systems for the enrolment of learners, collection of fees and preparation of termly and annual registers. To collect and receipt income in line with Council financial systems. To provide information on adult learning provision to a wide range of adults, both by telephone, email and in person at reception. To input databases and provide information and statistical returns as required. To attend and contribute to team meetings. To undertake appropriate training identified through the management process including safeguarding and health & safety training. To comply with any reasonable request made by management in relation to the Service.

JOB CONTEXT The Thomas Calton Centre is home to Southwark Adult Learning Service (SALS). Situated in the heart of Peckham, SALS provides a wide range of courses and resources, primarily for residents of the borough, with the remit to deliver on The London Borough of Southwark’s commitment to provide a fairer future for all. The administration support officer will be reporting to the head of service. This role will be based at the Thomas Calton Centre but there will occasionally be a need to travel to off-site venues and to the LBS offices at Tooley St for training and meetings. Grade/Conditions of Service

This role is subject to a satisfactory Disclosure and Barring Service (DBS) check.

PERSON SPECIFICATION The person specification is a picture of skills, knowledge and experience required to carry out the job.

Knowledge, including educational qualifications: Essential (E) How assessed (S/ I/ T) Minimum L3 qualification such as A Level, BTEC or equivalent E S Minimum L2 English and maths qualifications E S

Experience:

           S Proven track record of experience in administration E S Demonstrated ability to follow processes and procedures E S Experience in the use of databases and MS Office applications

      E T

Aptitudes, Skills & Competencies:

Excellent organisational and time management skills with the ability to prioritise tasks and manage multiple projects simultaneously

E S

Effective communication skills, both verbal and written, with the ability to interact with staff, learners, and stakeholders

       E         I Able to demonstrate integrity and a commitment to upholding standards and quality E I Proactive and self-motivated with the ability to work independently and as part of a team E I Adaptable and flexible in response to changing priorities and deadlines E I Resilient and able to remain calm under pressure E I Have a passion and dedication to continuous improvement E I

Special Conditions of Recruitment:

The successful candidate will be available to work evenings and occasional weekends as needed be willing to undertake a Disclosure and Barring Service (DBS) check comply with and promote the Council’s Equal Opportunities and Diversity policies and agenda.

Key: E          Essential                                  S          Shortlisting criteria I           Evaluated at interview             T          Subject to test