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NPAT Central Team Administrator

Job Description

May 2017

POST DETAILSPost Holder Name:Responsible to: Chief Operations Officer (COO)Hours: 25 hours per week

40 weeks per year (38 weeks term time only plus 10 days to be worked during school holidays)Monday to Friday: 9.00am -2.30pm with 30 minutes for lunch.Flexible working hours may be available to the right candidate.

Salary: NCC Support Staff Pay Scale G point 19 to 22 Pro RataKey responsibilities: 1. PA to the NPAT Central team

2. Information Systems Management3. Marketing, Communication, Website and Social Media4. External CPD and Events Management

KEY RESPONSIBILITIES1 - PA to the NPAT Central Team:

To ensure a high standard of administrative and management support for the NPAT Central Team in order to assist in the smooth running of all of their activities, working under their supervision but expected to exercise considerable initiative in performing delegated duties, seeking the necessary advice where appropriate.

To establish constructive relationships and to communicate with other stakeholders and professionals. To act as first point of contact with external stakeholder queries – especially in the absence of the NPAT Central Team and decide how to screen telephone calls, enquiries and requests and handle them or delegate to others as appropriate, using discretion in providing information both within and outside the Trust.

To deal with emails, correspondence and writing letters and taking dictation and minutes.

To produce accurate and high quality NPAT Publications, Policy Documents, Briefing Papers, Reports, Presentations etcetera, as required [including the NPAT Weekly Update and the NPAT Calendar].

To welcome and look after external visitors on behalf of the NPAT Central Team and ensure refreshments are available.

1NPAT Central Team AdministratorMay 2017

To liaise with the Clerk to the NPAT Board of Directors

regarding arrangements for meetings. To produce agendas for meetings as required and attend

appropriate meetings with the NPAT Central Team in order to facilitate note taking and record keeping.

Manage and co-ordinate the NPAT Central Team’s diaries effectively, making travel arrangements, booking appointments, organising meetings, assisting in prioritising tasks.

Assist with the delivery of NPAT Work Plans for School, Improvement, Business and Finance and Governance

To ensure that filing is done on a regular basis so that documents can be easily accessed.

2 - Information SystemsManagement:

As Manager of NPAT’s overall Information and Online Systems, the NPAT Central Team Administrator will oversee online ICT systems within the Trust which relate to communication and information/systems management, liaising with other key staff and professional service providers.

Advise and assist members of NPAT Central Team in reporting to Directors, DfE and other relevant external agencies, on target setting, detailed analysis of school performance and other relevant data and statutory returns

Provide assistance and support to ensure statutory reporting deadlines are met

Create strategic and operational data analysis systems to support in depth analysis of pupils attainment and progress, behaviour, attendance and internal and external tests

Produce verbally or in writing complex and specific data analysis to a range of audiences, including non-specialists, in a clear, concise and easily understandable format

Advise the NPAT Central Team in relation to deadlines for data requirements

Keep informed of current guidance, requirements and good practice in relation to target setting and the effective use of data

Maintain the NPAT Central Team’s Single Central Record so it conforms to Safeguarding standards as set out by Ofsted

Maintain the Board of Directors Record of Business Interests Maintain NPAT’s Asset Plan

3 - Marketing, Communication, Website and Social Media:

To promote the Trust to different audiences and raise the profile within the local community

Ensure all marketing materials are up to date and relevant Joint responsibility with the NPAT Executive Team for

management of social media posts


Responsibility for the management of the NPAT website. Ensuring that all school website and the NPAT website are

compliant 4 - External CPD and Events Management:

Liaise with Key Partner Stakeholders (internal/external) to develop positive working relationships and an exciting range of CPD opportunities across the Trust

Create and maintain a database of key stakeholders and professional service providers

Oversee NPAT’s annual training programme in liaison with the NPAT Central Team

Create and manage marketing materials and communications for conferences

Create and manage online booking tool for conference attendees

Management of event organisation Management of budget analysis and spend for event Management of liaising with attendees prior, during and post

event Management and analysis of feedback post event

Relationships: The nature of the post will bring the post holder into contact with a wide range of people both within the school and outside the school and the post holder will be expected to maintain high quality relationships with all of the following:

Children Parents All Staff Members and Directors of NPAT Members of Local Governing Bodies Outside agencies including the Department for Education,

Education and Skills Funding Agency and the Local Authority Professional Service Providers for NPAT

Other: To contribute to NPAT’s overall development as an active member of the Central Team to ensure that it operates on the basis of shared and collective responsibility

To work during all term dates and agree additional contracted days with your line manager

It may be necessary occasionally to work additional hours outside those stipulated in the contract. When this is required, additional hours or TOIL will be agreed with your line manager prior to the additional hours been worked.


This job description is a broad overview of the post. It is not an exhaustive list of all possible duties, and it is recognised that jobs change and evolve over time. Consequently, this is not a contractual document and the post holder will be required to carry out any other duties that are necessary to fulfil the purpose of the job.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and we expect all staff to share this commitment and undergo appropriate checks, therefore, all posts within the Trust are subject to an enhanced DBS with Barred List check.

The Trust welcomes applications from all, irrespective of gender, marital status, disability, race, age or sexual orientation.

Signed by post holder:

Date:


Person Specification

May 2017

Qualifications: Degree level or equivalent OR appropriate extensive experience in a similar role

Experience: At least 3 years’ high level PA or Office Manager experience, preferably within an education context

Professional Skills: Ability to think strategically and contribute to the continued development of NPAT

High level decision making skills Ability to formulate ideas and to present them clearly High quality written and verbal communication skills High quality research and analytical skills High quality organisational skills and experience of using,

maintaining and developing administrative systems Ability to organise a variety of competing priorities and

deadlines across the Trust To be able to anticipate and solve problems To understand the need for confidentiality and data protection Ability to establish effective relationships at all levels Ability to manage and resolve conflict Ability to manage one’s own time effectively Ability to enlist outside expertise and resources to enhance

effectiveness Understanding of Safeguarding

ICT Skills: Office 365 Microsoft Word, Excel, PowerPoint, Publisher Experience of Website and Social Media Management Ability to learn new ICT systems

Personal Qualities: High expectations of self and others Work under pressure, maintaining a sense of perspective and

meet competing deadlines A sense of humour A team player Commitment, honesty and integrity An open mind and the ability to adapt to change A desire to succeed and help others achieve success
