The main duties will involve assisting the Special Educational Needs Team
Administrators to complete Draft EHC Plans and Final EHC Plans.
There may also be a few other duties which will involve inputting data into our database, saving correspondence in our pupil files on the shared drive, using the correct naming convention and logging of annual reviews on our database. Adequate training will be provided.
Office and team support
1. Act as a first point of contact for the service, including enquiries which may be emotive, distressing and complex in nature; assessing the nature and urgency of the call and responding or referring to senior officers (e.g. Duty Officers, managers) as appropriate
2. Process and respond promptly to incoming communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary
3. Look up information to answer complex queries, including requests for statistical information from internal and external customers. This could involve using the internet/intranet as well as internal systems.
4. Produce a range of documents including letters/emails and presentations to a good standard by the required deadline
5. Collect, process and input data into the County Council’s information management systems and databases (e.g. Framework-I, One, Swift, SAP) ensuring accuracy and security of data and compliance with statutory requirements
6. Use electronic and manual filing systems with due regard to security and confidentiality
7. Maintain diaries, appointment systems, scheduling and arranging meetings including managing bring forward systems on a daily basis
8. Organise meetings and statutory events (e.g. Panels and Case Conferences), ensuring that appointments are realistically planned with regard to timing and venue; venue, catering and resources are booked appropriately; and preparing materials to support the event
9. Maintain record-keeping systems for recording and monitoring service processes and provide regular summary reports to Operational Staff and Managers to ensure that relevant updates and reviews take place in a timely fashion
10. Develop and maintain up to date information about the service including on the intranet, internet, stationery and internal and external publications
11. Undertake general clerical and administrative tasks to support the service as required (e.g. post processes, photocopying, scanning)
12. Process financial tasks within the team including e-procurement, receipting of goods
13. Investigate variations and carry out research to provide budgetary and statistical information using available systems
14. Administer grants, payments and transactions (e.g. employee claim forms, travel warrants)
Leadership and Teamwork: be an effective team member by
15. Supporting the recruitment, induction, supervision and learning of others as required
16. Providing cover for colleagues during periods of annual leave and absence from the office
17. Applying your knowledge and feedback from others to contribute to service improvement '
18. Attending and participating in meetings as required to support the needs of the service including taking a lead role as 'champion’ for a service process, system or development area
19. Undertaking such other duties as may reasonably be required of you commensurate with your grade and as required to support the business including maintaining business continuity and during civil emergencies.
20. Act as 'Champion’ for County Council’s information management systems and databases (e.g. Framework-I, One, Swift, SAP) i.e. provide training and support, develop in-depth knowledge not just relating to own team’s function, assist with system development and implementations
21. Comply with individual responsibilities for health and safety in the workplace including taking action to reduce the risk to self and others and contributing to the maintenance of a health and safe working environment
22. Assist Senior Administrator and Managers in ensuring the health, safety and welfare of staff and visitors
23. Ensure that all duties and services are provided in accordance with the County Councils standards, policies and procedures
24. Understand the core business of the office/directorate and contribute to its development
25. Develop the necessary skills and knowledge to be flexible in support of the development of the Directorate and the wider organisation
26. As appropriate:
a. Use specialist knowledge including knowledge of external agencies and partners to respond to client and colleague enquiries and requests for information using specialist knowledge of your service area
b. Make written records of emotive and complex meetings ensuring key points are accurately minuted to high standards of accuracy and presentation and approved papers are distributed to designated deadlines.
c. Undertake specialist searches of information management and other systems to provide detailed statistical information and create electronic (or manual if appropriate) client files
Educational achievements, Qualifications, Training and Knowledge:
* English Language and Mathematics GCSE Grade C or above, or equivalent, or comparable ability
* Two years proven administrative experience preferably in a specialist service area.
* Proven front line service (visitor/telephone) experience
* Proven ability to work effectively to deadlines
* Experience and regular use of Microsoft Office applications and the Internet including Word, Excel, Outlook and PowerPoint, to at least an Intermediate level
* Experience of handling data and statistics
* Experience of inputting and retrieving data from ICT based record systems
* Information research, retrieval and collation using internet/web based systems
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