This vacancy is 20 hours a week, term-time only, but is paid monthly all year round.
Purpose
Severnside Skills is a campus-based training provider offering vocational skills and employment pathways for individuals aged 16+ with special educational needs (SEN), through alternative provision. Programmes are delivered in the following subject areas:
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Catering
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Retail & hospitality
- Gardening
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Cleaning & housekeeping
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Events and marketing
- Administration
The Skills Administrator will provide effective administrative and operational support to the Severnside Skills team, enabling consistent, well-organised educational and work experience provision for trainees aged 16+ with SEND at Taurus Crafts.
The post holder will support the smooth running of the service through timely communication with trainees, families, staff and stakeholders; coordination of meetings, reviews, events and calendars; maintenance of accurate trainee records; monitoring of attendance; preparation of documents and accessible information; and completion of finance, ordering and operational administration in line with Trust processes.
The role also contributes to the wider aims of Severnside Skills by helping to promote personal development, supported learning, work experience, volunteering and employment opportunities for the learning-disabled adults and young people supported by the service.
Location & Travel
Community-based
This role will be based at Taurus Crafts in Lydney.
Duties & Responsibilities
Main Responsibilities:
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Monitor the generic email inbox and direct enquiries to the appropriate member of the team.
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Provide administrative support to the Vocational Learning and Development Manager and the Alternative Provision Manager.
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Respond to queries from trainees and parents or carers regarding attendance and general communications.
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Send letters, newsletters and event information to stakeholders by email or post as required.
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Prepare documents, templates, prompt sheets, reports and easy read information for staff and trainees.
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Schedule trainee review meetings and EHCP annual reviews with trainees, families and relevant team members; send communications in advance, confirm attendance and take notes for individual files as directed.
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Prepare trainee welcome packs in advance of start dates, including relevant consent forms and information.
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Collate and file returned forms promptly.
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Maintain trainee records, ensuring relevant information is stored on individual files and reviewed regularly so documents remain current.
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Monitor attendance and follow up non-attendance with trainees, families or relevant staff members.
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Prepare new starter information and private payer agreements to enable Finance to invoice privately funded individuals accurately.
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Process invoices and raise purchase orders with budget holder authorisation, in line with finance deadlines.
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Order supplies as required, including supporting tutors to compile grocery orders for production activities where needed.
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Assist with managing orders for micro-enterprises, such as Christmas hampers, and share relevant information with team members.
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Support open events by welcoming potential new referrals and acting as an initial point of contact during busy periods.
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Attend regular team meetings to remain informed about department activity, contribute appropriately and take ownership of agreed areas of responsibility.
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Coordinate Skills Team calendars so transition events, Taurus Crafts events, trainee meetings and open days are scheduled and communicated effectively to relevant people, including the wider Trust.
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Report and follow up maintenance, IT and other operational issues with relevant Trust departments to support effective service delivery.
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Oversee bookings and availability for the holiday let property.
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Review transport needs where applicable, book vehicles and schedule arrangements with relevant staff and trainees.
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Assist the Alternative Provision Manager to source cover from bank staff during sickness absence, annual leave or training.
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Capture good news stories for social media and collaborate with Marketing and Communications colleagues.
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Work with Severnside Skills trainees aged 16+ with SEND to support work experience-based learning within the Taurus Crafts campus.
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Liaise with third parties to gather relevant policies, insurance documents and other information required for placements or events to proceed.
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Work collaboratively with colleagues and unit holders across Gloucestershire Communities to identify work experience, supported volunteering and supported employment opportunities.
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Undertake any other tasks delegated by line management that are consistent with the role.
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Comply with the Trust’s policies and procedures, including safeguarding, equality and diversity, and data protection.
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Comply with the statutory provisions of the Health and Safety at Work Act 1974.
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Employees must look after their own health, safety and welfare and be mindful of other persons who may be affected by their acts or omissions. Co-operate with management instructions regarding health and safety issues and report all accidents, incidents and problems as soon as practicable to their manager or other senior members of staff where necessary.
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Ensure that confidentiality is respected and maintained at all times.
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Attend and participate in team meetings, one-to-one supervision sessions and other meetings as required for the post.
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Work at other sites when required to meet the needs of the service.
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Undertake any other duties which are consistent with this post, as directed by line management. This may include participation in weekend or evening events at Taurus Crafts.
This job description is not an exhaustive list of duties and responsibilities and is subject to change in accordance with the needs of the department.
Person Specification
Qualifications
Essential
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Excellent written and verbal communications skills.
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Self-directing, with excellent organisational skills, able to identify and see tasks through to completion, reliable and responsive.
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Able to organise and prioritise own workload and work flexibly.
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Able to demonstrate initiative.
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Able to contribute effectively and willing to work flexibly and creatively to support the work of the management team.
Desirable
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At least two years’ experience of working in an administrative role.
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Experience of using Widget or Photo Symbols (Easy Read).
Knowledge & Experience
Essential
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IT qualification and/ or training in Microsoft Word, Excel and Access.
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GCSE Level or equivalent in Maths & English.
Desirable
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Knowledge of using Co-Pilot.
Personal Attributes
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Open to personal learning and development, to change and new developments.
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Deals well with new and unfamiliar situations.
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Adopts a flexible and adaptable approach to work and is resilient.
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Able to work independently and without supervision.
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Works well with others and assists colleagues when they need support.
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Completes work to high standards, focusing on the needs of people we support.
Key Competencies
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Resolves problems effectively, exploring alternative solutions.
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Works well with others and assists colleagues when they need support.
We reserve the right to close this vacancy early if we receive a sufficient number of applications.
Camphill Village Trust is an equal opportunity employer.
Camphill Village Trust is committed to safeguarding and promoting the welfare of all adults who use our services and as such expects all staff and volunteers to share this commitment. The successful applicant will be required to complete the relevant pre-employment checks including a DBS check.
Established in 1954, Camphill Village Trust is a charity that supports adults with learning disabilities, autism and mental health challenges. In our 70th year we honour our past, provide for the present and will lead the future.
Our focus on humanity and nature was inspired by our past and remains as key to the Trust’s ethos today. This is reflected in our focus on social and green care integration, valuing everyone’s contribution, enabling personal pathways to development, celebrating the changing seasons, and respecting the rhythm of natural life.
We operate in both rural and urban communities, building on our care (social) farming legacy. Our historical focus on enabling potential for people with support needs through farming, organic horticulture and enterprise centred on nature and traditional skills, continues to play to our strengths.
Phone: 03316 308282
Email: [email protected]
