Administrative Assistant

Employer
London Borough of Richmond upon Thames and London Borough of Wandsworth
Location
Richmond upon Thames, London (Greater)
Salary
£345 weekly
Closing date
6 Jun 2022

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Sector
Corporate Services, Administration, Communications, Education, Life Long Learning
Job role
Officer
Contract Type
Full time

Our Apprenticeship scheme provides a perfect way to earn a wage while you gain vital work experience and a nationally recognised qualification. You will be fully supported and mentored through your apprenticeship and be given protected time to complete your course work. When you’ve finished, we’ll help you in your next steps.

Apprenticeship Job Role:

Wandsworth Council Lifelong Learning (WCLL) delivers a number of programmes aimed at improving the lives of Wandsworth residents.   

We are looking for a confident, computer literate team player who will support with administrative duties across our community learning, accredited learning, apprenticeships and work experience programmes.  You will have excellent customer service skills and be able to communicate effectively with staff across the service 

Some of the responsibilities of the role will be providing administrative support,  assisting on projects and marketing activities, using various Microsoft Office applications and other bespoke databases to input, maintain and monitor information and records, organising meetings, faxing, filing, copying, assisting learners with enrolment at various sites across the Borough, registering learners with awarding bodies, reception duties, assisting with setting up of training sessions, and attendance and support at awards ceremonies and events. 

Specific Duties and Responsibilities:

  • To contribute to the smooth running of WCLL
  • To assist in the provision of administrative support for WCLL including telephone communication, data entry, handling post, filing, photocopying and the preparation of correspondence 
  • Staffing reception and meet and greet clients at the WCLL main site
  • Filing, scanning, and uploading and organising documents on our SharePoint system
  • Minutes and note taking for team meetings and workshops
  • Liaison with internal and external partners which will include presence at events to promote Adult Learning opportunities
  • Primary contact for self-employed tutors including invoice processing and day-to-day support for established courses
  • To assist in the organisation of courses to ensure appropriate venues, resources and publicity are in place, and that the tutors and subcontractors have the correct paperwork to run the course 
  • Be responsible for maintaining the stationery resources for the team, monitoring stock, posting purchase orders, making orders and replenishing stock 
  • To assist in ensuring that there is has current, up-to-date and timely information about the courses offered through Community Learning 
  • To support the Community Learning team in the provision of exceptional customer service 
  • Work with the Quality Coordinator to develop, implement and evaluate procedures which improve customer service
  • Administrative support for the Information, Advice and Guidance (IAG) team and support at learner IAG sessions
  • Administrative support for the arrangement and delivery of initial assessment sessions
  • Compiling course, enrolment, group profiles and completion packs
  • Receiving and checking completed paperwork, and inputting onto various WCLL systems
  • Receiving and dealing with community learning recruitment and assessment queries
  • Communication with learners regarding course and attendance queries  
  • Work to a range of performance indicators relevant to the services provided by WCLL in order to ensure continuous quality improvement
  • Support MIS team where required
  • Assist with the coordination of learner awards and marketing events
  • Exams officer role – exams invigilation, learner registration, exam booking
  • Administrative support for the Apprenticeship team, contacting candidates, arranging welcome packs and initial assessment packs, ensuring enrolment paperwork is completed and uploaded to MIS.

Generic Duties and Responsibilities

  • To contribute to the continuous improvement of the services of the Boroughs of Wandsworth and Richmond.
  • To comply with relevant Codes of Practice, including the Code of Conduct and policies concerning data protection and health and safety.
  • To adhere to security controls and requirements as mandated by the SSA’s policies, procedures and local risk assessments to maintain confidentiality, integrity, availability and legal compliance of information and systems
  • To promote equality, diversity, and inclusion, maintaining an awareness of the equality and diversity protocol/policy and working to create and maintain a safe, supportive and welcoming environment where all people are treated with dignity and their identity and culture are valued and respected.
  • To understand both Councils’ duties and responsibilities for safeguarding children, young people and adults as they apply to the role within the council. 
  • The Shared Staffing Arrangement will keep its structures under continual review and as a result the post holder should expect to carry out any other reasonable duties within the overall function, commensurate with the level of the post.

Additional Information

You will have:

  • Basic keyboard skills, use of Microsoft Office, email & Outlook Calendar and the internet
  • Good communication skills, including the ability to take and give simple messages, to communicate effectively verbally and in writing with a range of people and to take down telephone messages clearly and accurately
  • Good interpersonal skills and proven experience of dealing effectively, politely and diplomatically with people, both face-to-face and on the telephone. 
  • Able to understand & respect the importance of confidentiality, both within & outside the workplace
  • Ability to work flexibly and co-operatively with colleagues in a team, asking for and giving support as needed
  • Able to understand the importance of being punctual & the impact absence has on the effectiveness of the team
  • An understanding of the importance of equality and diversity and health and safety in the workplace 

The successful candidate will be surrounded by experienced staff who will provide close support.

You will be working towards a Business Administration Apprenticeship Standard. If you do not hold GCSE A-C/9-4 in maths and English then you will be required to undertake the Functional Skills Level 2.

Education History 

To help us to be as accurate with your information as possible, you will be required to provide us with your education history. The majority of our apprenticeship opportunities are government funded. Where an advanced level 3 apprenticeship is government funded, your potential employer may be ineligible for funding if you already hold a qualification at level 4 or higher.  Should you hold any qualifications at level 4 or above, you will be required to provide full details when asked at application. 

The WCLL Work Based team will look at your qualifications to check the apprenticeship will not duplicate any training or assessment you have received from any other source, however, please be aware, in some cases previous higher learning may exclude you from an advanced government-funded apprenticeship.  

For more detail please see the attached Job Specification and Person Specification.

Eligibility Requirements:

  • Must be 16 or over
  • Must have lived or worked in the UK/EU for the last 3 years
  • Must not be enrolled in full-time education or enrolled on any other funded courses.

Interested in finding out more or looking to apply, please email your CV to Jackie Brown:

M: 07557863654

SSA Council Apprenticeship Job Profile - Lifelong Learning Feb 2022.pdf

To apply please click the Apply Now link below.

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