Administration Clerk

Front of House & Customer Service Administration Clerk

• Provide day-to-day general clerical duties at the center to include reception, telephones, photocopying, student record keeping.
• Act as a first point of contact for learners, visitors and community groups, ensuring a welcoming and supportive environment.
• Dealing with the public – enrolling students, helping them feel at ease, and giving appropriate information about courses and activities.
• Support the presentation and upkeep of public-facing areas, including classrooms, gallery spaces and community areas at Old Hall.

Administration & Programme Support Administration Clerk

• Ensure enrolment forms are completed accurately.
• Input enrolment forms onto MIS System.
• Assist in the preparation and presentation of statistics as required and the tracking of learner progression.
• Monitor course viability, setup and pre-checks for the start of a course.
• Monitor registers for payments and action any closures, transfers and withdrawals.
• Provide administrative support to the Learning Development Office, Tutors and Staff.

Financial Duties Administration Clerk

• Take cash or card payments for courses, room hire or activities using PCI compliant, Amazon Connect and NICE XOne systems. Bank monies taken and record using the Vale online banking services.
• Purchase goods and equipment raising orders and receipting goods using Oracle Fusion.
• Process invoices and petty cash. Reconcile Impress account.
• Check for accuracy using monthly monitoring sheets.

Courses, Venue & Community Activity Administration Clerk

• Book outside venues for courses, monitor room bookings and process invoice payments.
• Support activities at Old Hall including gallery use, pop-up shop activity and community interest group use where required
• Maintain a high level of quality assurance, including course outlines, course evaluations, student records, course files and registers.
• Maintain inventory and equipment booking out system.

Marketing & Community Engagement Administration Clerk

• Actively work to encourage members of the community to participate in the Vale Courses Programme and other learning programmes as required, including participating in events.
• Support the learning programmes’ publicity strategies through the production and publication of regular social media posts and content.

Staff & Operational Support Administration Clerk

• Dealing with queries, complaints and solve problems with the support of the team.
• Monitoring staff timecards and collating tutor hours.
• Ordering resources as needed and keeping centre displays up to date.
• Assist with the organisation of special events.

General Duties

• Participate in the development of future income generating ideas for Vale Courses budget.
• Assist in monitoring all activities within the Adult Community Learning remit.
• Opening and closing the centre or Old Hall in the absence of other members of staff, working every other Saturday.

CORPORATE REQUIREMENTS Administration Clerk

• Ensure compliance with the Council’s Financial Regulations, Standing Orders, Policies and Procedures.
• To implement the principles of the Council’s Equal Opportunity Policy whilst carrying out the above duties.
• To adhere to Health and Safety legislation / relevant Council policies and procedures and to take reasonable care for the health and safety of yourself and other persons who may be adversely affected by your acts / omissions.
• To implement the principles of the Council's Environment Policy while carrying out the above duties.
• To report without delay any safeguarding concerns to the appropriate safeguarding officer.
• Such other duties and responsibilities commensurate with the grade and in accordance with the general character of the job as may reasonably be required by the Chief Officer from time to time.