Job ResponsibilityThe Role
Will work closely with senior managerial to provide administrative support, usually on a one-to-one basis by dealing with secretarial and administrative tasks.
Responsibilities:
? Will coordinate the department's administrative activities in an effective, up to date, and
accurate manner
? Actively participates in the department's strategic planning sessions
? Works cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives
? Operates office equipment such as computers, fax machines, photocopiers, voice mail messaging systems and computer scanning equipment to complete department tasks
? Performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Manager or designate
? Coordinates and organizes department meetings and conferences including meeting venue bookings, catering requirements, sets up the room with audio-visual equipment and flip charts and tends to other requirements of department meetings
? Completes internal and external correspondence, legal documents, form letters and other documents, and distributes them as directed
? Prepares meeting agendas, records and distributes meeting minutes, and maintains organized files of same
? Coordinates any required repairs to office equipment
? Coordinates and completes significant special projects independently or in cooperation with other groups as directed by the Manager, or designate
? Develops, implements and maintains agency procedures within the department
? Arranges for department team travel including making hotel accommodations and land and air transportation bookings
? Maintains adequate office supply of all department supplies used within the department
? Understands and adheres to all Agency policies and procedures
? Will perform administrative and clerical support to the Manager in accomplishing their roles and responsibilities
? Assists in the development and distribution of staff schedules
? Produces forms, schedules, and correspondence as required
? Completes confidential administrative services for the Manager
? Produces and/or assists in the production of all required internal and external reports
? Regularly reviews progress on standard department deliverables and takes appropriate action to ensure timely completion of all department tasks
? Coordinates liaison activities with other agency departments
? Assists in the development of the department budget and ensures spending remains within
acceptable variances
? Supports the Manager in addressing any personnel matters within the department
? Verifies and records department staff compliance with the agency's administrative and financial policies and procedures, including travel expense claims and staff attendance reports
? Prepares financial, expenditures and payment authorization forms, and administrative
documents for authorization by the Manager, such as cheque requisitions, purchase orders, etc.
? Will serve as the coordinator of the department's information, reporting, and communication strategies and activities
? Develops or maintains an accurate and up to date records management system (including classifying and coding electronic and hardcopy files)
? Stores, retrieves and disseminates information for staff and clients
? Prepares detailed presentations and reports as required by the Manager or designate
? Ensures the safeguarding of all confidential files
? Provides website updates to the IT department to ensure up to date department information is posted on the intranet/website
? Creates databases and/or processes to accomplish tasks
? Manage the Primary Receptionist Office and correspondence with parents
? Manage late pick-up room after school and after activities
o Contact parents of late pick-up students
This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties of the level of responsibility entailed.
The College is committed to equality, diversity, safeguarding and promoting the welfare of children and young people and expect all staff to share this commitment. All appointments with the College will be subject to references, medical report and an Enhanced Disclosure from the Disclosure and Barring Service, all of which must be satisfactory to the College.
Job RequirementsJob Benifits
