Provide general administrative support to allocated departments, providing a front-line enquiry service to all internal and external customers/ clients, playing a key role in supporting the departments in achieving organisational objectives.
The following outlines the key duties expected of this role as directed by the Executive Director or relevant Director. It is not an exhaustive list but represents the primary responsibilities:
1. Support common meeting slots, departmental meetings and Focus days as required by the Department, creating agendas, organising supporting reports, creating minutes of and briefing papers for meetings, liaising with managers, lecturers and support staff as appropriate, ensuring proper notice is given and that agendas and supporting papers are issued in a timely fashion.
2. Assist with the general management of the departments, providing a full administrative service, including undertaking reprographics duties, and ensuring that systems are periodically reviewed including drawing up correspondence, updating notice boards, monitoring and resolving credit card issues, expenses etc., ordering stationery/ consumables and circulating and distributing information as required, ensuring that appropriate arrangements are in place in order to maintain continuity of service at all times. This will include ensuring that all staff are fully aware of the system for reimbursement of expenses and sessional payments, including the relevant payroll and finance deadlines.
3. Assist departments, as required, in dealing with student/ parent issues e.g. student disciplines and parental complaints, including arranging meetings, drafting letters, attending meetings and producing notes to ensure the accurate record of all such meetings.
4. Support the department in recruiting and retaining students by implementing and reviewing relevant administrative procedures, attending and undertaking all the relevant administration required for student information days. Periodically validate departmental enrolment data to ensure the College is compliant with funding regulations and data quality is maintained.
5. Organise and co-ordinate Work Ready Interviews for students, contacting external participants, drawing up interview schedules and completing all associated administrative duties, such as accommodation, letters etc., maintaining and updating student records in relation to work experience, managing and maintaining all relevant paperwork and administrative support required to support students and lecturers.
6. Operate relevant College information systems appropriately, checking information for accuracy, running reports, identifying causes for concern and raising any issues with the appropriate person, maintaining appropriate systems and records for the department, which pro-actively control key target dates, ensuring clear links are maintained with support departments, in particular MIS and Admissions.
7. Actively participate in parent evenings and enrolments and act as a first point of contact for students, noting student enquiries and action or pass onto the relevant person, processing student absence forms and take enquiries from external contacts, including social services, parents and contractors.
8. Assist with the organisation of trips for students, setting up accounts with Finance to enable payments to be made, booking the minibus, making any external bookings, including accommodation and event tickets as required, ensuring that all necessary administrative arrangements are completed.
9. Switchboard operator – support the effective operation of the organisation’s switchboard, ensuring all callers receive a high standard of customer service.
To ensure compliance with safeguarding guidelines, all applicants must complete the application form in full. This includes providing:
- A full employment history from the time you left full-time education, with details of any gaps in employment explained.
- Information on all relevant education and qualifications.
Please note, incomplete applications will not be considered. Your co-operation helps us maintain the highest standards of safety and care for children and young people.
Click here to view MidKent College benefits.
A GOOD local College for Maidstone and Medway
Every year over 6000 students from Medway, Maidstone and beyond choose MidKent College to continue their studies and prepare for their future career.
Our sparkling campuses in Maidstone and Medway boast some of the best vocational training facilities in the country as well as staff and student social zones and more. Our University Centre Maidstone campus provides a valuable higher education and professional training centre for Maidstone, including South East Institute of Technology and the College's Home Energy Centre. Additionally, in September 2024 we proudly opened Medway School of Arts in Chatham's Historic Dockyard.
All of our campuses benefit from ongoing investment programmes so that we can provide fantastic learning environments for our students.
For over 100 years we've been providing high-quality technical training and apprenticeships in a range of subject areas.
In October 2024 Ofsted rated the College as 'Good'.
Commitment to Safeguarding
We are committed to the safeguarding of all our students and staff. This means everyone who works here is required to actively protect them from preventable harm. Our recruitment and selection process includes background checks which will be undertaken on the successful applicant, including an enhanced DBS, and in your application you are required to demonstrate how you meet the Colleges requirements on safeguarding.
The background checks will be carried-out in accordance with the Disclosure and Barring Service (DBS) Code of Practice. The DBS helps employers make safer recruitment decisions and prevent unsuitable people from working with vulnerable groups, including children. We operate in accordance with the DBS Code of Conduct and Privacy Policy. You can access both of these documents at https://www.midkent.ac.uk/about-us/policy-and-privacy-information
MidKent College is committed to safeguarding and the Prevent Agenda and to promoting the welfare of children and we expect all staff to share this commitment. MKC complies fully with the Disclosure and Barring Service (DBS) Code of Practice regarding the correct handling, storage, retention and disposal of Disclosures and Disclosure information, and undertakes not to discriminate unfairly against any subject of a disclosure on the basis of a conviction or other information revealed.
Since the post for which you are applying may involve unsupervised access to children and vulnerable adults, it will be exempt from the provisions of the Rehabilitation of Offenders Act 1974 and amendments to the Exceptions Order 1975, 2013 and 2020. It is an offence to apply for this role if you are barred from engaging in regulated activity relevant to children or young people. Candidates who are preliminarily offered a position for such posts will be required to disclose details, cautions (including final warnings or reprimands), or convictions which are not "protected" as defined by the Exceptions Order 1975, 2013 and 2020 or any other matters that may be relevant to their suitability to work for the College including sanctions relating to work with children in any country outside of the UK.
Please note that the College is unable to consider an application further if the candidate declines to complete the Disclosure form.
Commitment to Equal Opportunities
As a proud user of the disability confident scheme the College is committed to equal opportunities and celebrates the diversity of staff and students. As part of our commitment to the scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for a vacancy.
We welcome applications from anyone wishing to work flexibly and those considering a return to work from a career break.
