Administrator Department Support

Canterbury br br Position Administrator Department Support Pos 1088 br br Department division Customer Experience Engagement br br Main location City Campus br br Staffing responsibility Nil br br Academic delegation Nil br br Financial delegation Nil br br Human resource delegations To be agreed br br Employment agreement Allied Staff Employment Agreement br br Fixed term 3 months full time br Classification Non Core Children s Worker br br See the important notes section for further information br br Salary range Grade 4 45 286 52 949 br br Our vision and values br At Ara our vision is to Our values are br br produce successful students Respect Aroha br br deliver value for employers Connect Hono br br enable effective staff Inspire Hihiri br br Department division introduction br Ara Institute of Canterbury is a vibrant and progressive tertiary institute providing world class tertiary level education throughout the br Canterbury and Waitaki region Our talented staff innovative business collaborators and supportive community partners are passionate br about the role they play in our students success br br This role will primarily be based the Department of Applied Sciences and Social Practice one of the teaching departments at Ara br br Prime function purpose of the job br Prime function of this role br br Provide frontline customer service br br Provide assistance to the departmental managers and HOD academic staff and students br br Provide administrative support including document production br br Reporting structure br br Manager Administration br br Team Leader br br Administrator Dept Support br br br Functional relationships br br Internal External br br People Culture Payroll Finance ICT Prospective current and past students br br Heads of Department Local and national external governing bodies br br Departmental Managers br br Departmental academic staff br br Admissions and Enrolments br br Student Finance br br Registry br br Marketing Team br br Facilities Management br br Professional profile br br Qualification knowledge br br While no formal qualifications are essential some tertiary study is necessary br br Experience skills br br Technical Professional br br Extensive office administration experience br br Confidence to set up office systems and processes in the absence of precedent br br Proven minute taking skills br br Advanced Microsoft Word Intermediate Microsoft Excel skills br br Ability to learn new software packages with ease br br Confidence using social media br br br Contextual br br Well organised with the ability to be self managing and work autonomously when required br br Understands and delivers good customer service br br Has good time management skills for self and others including experience working to deadlines br br Flexible and adaptable in a changing environment br br Shows initiative where guidelines are unclear br br Models best practice br br br Working with others br br Experience working as part of a team and independently when required br br Excellent verbal and written communication skills br br Capable of dealing with both internal and external liaison br br Understands importance of confidentiality br br Personal Attributes br br Embraces Ara values kaupapa br br Is willing to commit to the Ara Capability Framework s br br Confident and personable br br Motivated with a positive attitude br br Preference will be given to candidates who also demonstrate the following knowledge skills and experience br br Post secondary qualification in relevant Business Administration subject s br br Experience in an administration support role br br High level of competence using Microsoft Office and business software br br Diary management and minute taking br br Tertiary sector experience br br Please note that you will be required to provide evidence of any qualification professional membership license or registration required for the role br br br Key focus areas Expected outputs and outcomes include br br Department Management Support Provide friendly professional frontline customer service to br all visitors br br Provide routine frontline advice and support including br br communicating absences or refer to an appropriate person br for additional support br br br Provide administrative support to Managers and department br br staff including confidential typing for Departmental br Managers br br Assist with management of diaries for Departmental br br Manager s and or HOD br Administer student interviews applicants to study and br br student appointments for departmental staff academic br support and progression probation counselling etc br br Support effective departmental communication distribute br br mail and maintain contact lists br Liaise with external contacts on behalf of the Manager or br br HOD as required and maintain a stakeholder database e g br industry contacts br br Schedule arrange and minute identified departmental and br br related external meetings monitor and follow up actions br Co ordinate facilities maintenance requests including faults br br and service requests br Correspondence documentation filing is prepared stored br br and accessible including maintaining shared drive set up S br drive br br Administer Mastercard statements and assist with Finance br br processes as required br Order and manage departmental stationery requirements br br and sundry purchases br Assist with department event management br br Assist with the part time pay process br br Photocopying scanning arranging printing including br br delivery br Provide general departmental support activities as directed br br Programme Administration Support Assistance is provided to support the departments br applications and enrolments processes as required br br Learner logs are created and application forms generated i e br br Special Admissions br Reports are generated when required e g from the SMS br br Ad hoc room bookings are arranged br br Coordinate or assist to proof programme enrolment pack br br info etc br Co ordinate and prepare programme handbooks and course br br outlines br An annual calendar of activities and administrative due dates is br br set up maintained and utilised for the Department br Programme related activities and functions are supported br br Guest arrangements e g parking bookings are coordinated br br Ara systems and processes are followed to track and report on br staff student related tasks including br br Quality processes br Programme Evaluation PE processes and EER processes br Moderation br br General Responsibilities Work with Team Leader Admin Managers to ensure that br processes systems and service are customer focused br efficient compliant and continually improved br br Work collegially with all staff br br Work collegially with other administrators to manage periods of br br peak workload br Maintain a clean uncluttered front area br br Comply with Ara policies procedures and guidelines br br Ensure that all practicable steps are taken to ensure own safety br br and the safety of others in the workplace on or off campus and br comply with the Health and Safety at Work Act and Ara br guidelines and policies br br Participate in Valuable Conversations and ongoing professional br br development br Attend administration team meetings regularly and other br br meetings as required br Departmental notice boards and social media sites are br br maintained to provide clear information br br br Notes br The successful applicant is required to commit to the Ara Capability Frameworks which encompass foci on students learning and teaching br innovation flexibility and continual learning research biculturalism internationalisation disability awareness environmental awareness br and sustainability health and safety and IT literacy br br All of the information provided above is intended to describe the general nature and level of work being performed This document is not br intended to be construed as an exhaustive list of all responsibilities duties and skills required of the position and incumbent From time to br time the incumbent will be required to accept and carry out other relevant duties as assigned by their Manager br br The standard online application provides the Institute with a common set of information about each candidate but applicants should not limit br themselves to that form Personal applications set out in the applicant s own style including curriculum vitae and particular references to the br job description and personal profile are welcomed Ara reserves the right not to appoint or to appoint by invitation in the event the recruitment br process is deemed to be unsuccessful br br IMPORTANT NOTES THAT FORM PART OF THE POSITION br br 1 Staff Appraisal br br Ara has in place a system of staff appraisal capability development in relation to job performance All staff are required to actively br engage in this process br br br 2 Capability Development br br Ara is a learning organisation where capability development is supported Staff are asked to develop with their Manager a professional br development plan that aligns with the Organisational Capability Framework Time and support is provided to achieve the plan br br br 3 Health and Safety br br The Health and Safety at Work Act 2015 provides that a duty is imposed on a person under the Bill to ensure health and safety This br requires the person to eliminate risks to health and safety so far as is reasonably practicable and if it is not practicable to eliminate risks br to health and safety to minimise those risks so far as is reasonably practicable It is the employee s responsibility to abide by this br legislation the Health and Safety policy and to complete the online Health and Safety induction immediately after commencing work br br br Applicants for positions are asked to declare any relevant health related needs or issues on the application form provided to People and br Dev...