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1 J O B S P E C I F I C A T I O N DIRECTORATE: DIVISION/SECTION/UNIT: EDUCATION ACCCESS TO LEARNING UNIT MANAGER: PRINCIPAL EDUCATION WELFARE OFFICER POST TITLE: CLERICAL SUPPORT ASSISTANT JOB FAMILY & ROLE PROFILE: ADMINISTRATION & BUSINESS SUPPORT POST NO: PE65584 GRADE 03 (12-13) SUMMARY OF ROLE REPORTING TO: PURPOSE OF THE POST: Principal Education Welfare Officer. 1. To provide clerical support to the Education Welfare Service THE POST HOLDER IS RESPONSIBLE FOR THE FOLLOWING: 1. To maintain the penalty notice and prosecution databases & provide reports annually and as necessary. 2. To work on own initiative as appropriate with regard to the generation and monitoring of reports. 3. To operate the Penalty Notices protocol effectively. 4. To track pupils on the Children Missing from Education (CME) list and follow the CME protocol and maintain the database providing reports as necessary. 5. To carry out general administrative responsibilities for the Education Welfare Service as necessary. 6. To carry out any other tasks required by management.

2 JOB WORKING CIRCUMSTANCES The postholder will be expected to: 1. To assist in the development and maintenance of Education Welfare Service responsibilities and of initiatives, e.g. Investors in people; Performance Management and Appraisal; Continuous Professional Development etc. 2. To ensure that all activities are operated in accordance with Equal Opportunities. HEALTH & SAFETY RESPONSIBILITIES To undertake the Health and Safety responsibilities within the HASAWA Employees have a duty of care; to take reasonable care for the health and safety of both themselves whilst at work and of other persons who may be affected by their acts or omissions (by what they do or do not do). To co-operate with the employer so as to enable the duty imposed on them to be performed or complied with. not to interfere with, or misuse, anything provided for their health, safety or welfare. REVIEW DATE/RIGHT TO VARY This Job Description is as currently applies and will be reviewed regularly as part of the Performance/Appraisal process, and may be subject to other variance. You may be required to undertake other tasks that can be reasonably assigned to you which is within your capability and grade.

3 P E R S O N S P E C I F I C A T I O N ROLE CRITERIA NO.1 EDUCATION, QUALIFICATIONS & TRAINING 1. Good standard of educational achievement with regards to ICT. 2. Or relevant work-based experience. Knowledge of OFFICE, EMS ONE systems, Excel and Sims. All certificates to be provided at interview for validation. ROLE CRITERIA NO.2 SKILLS /TECHNICAL / PROFESSIONAL COMPETENCE Candidates must possess a good level of technical competence in work related skills (office technology) involved in the post. Understands the need for confidentiality. Works to agreed time-scales as appropriate. Punctual, reliable and enthusiastic. Understand the concept of good customer service/customer care and demonstrates that consistently providing positive and accurate feedback to clients and service users. ROLE CRITERIA NO.3 1. Experience of working within education would be desirable. Valid certification and/or registration/cpd EXPERIENCE 2. Must have good experience of working in a clerical environment, preferably within a Local Government setting. 3. Must have experience of working with IT systems particularly spreadsheets and databases. 4. Ability to work under pressure. 5. Manages own work-load efficiently and consistently meets deadlines. ROLE CRITERIA NO.4 6. Experience of working within education would be desirable COMPETENCIES & ABILITIES Candidates should already have a number of key skills and

4 abilities which will enable them to carry out the duties effectively. 1. Must be able to maintain spreadsheets 2. Must be willing to undertake training on EMS ONE systems, Excel and SIMs. 3. Must be able to demonstrate excellent communication skills and be able to converse confidently with colleagues, clients and other service users. 4. Must be capable working within a team. 5. Must be able to produce work accurately. 6. Must have excellent analytical, organisational and presentational skills. 7. Must be able to work on your own initiative and manage your time effectively. 8. Demonstrates the ability to speak and write clearly in all communications. 9. Take own responsibility for own performance and results. ROLE CRITERIA NO.5 COMMITMENT TO EQUAL OPPORTUNITIES Candidates will demonstrate that all activities are undertaken in accordance with the Equalities Act 2010 and the City and County of Swansea s Equal Opportunities Policy and Procedures. ROLE CRITERIA NO.6 CURRENT DRIVING LICENCE Current driving licence is essential. To be produced at interview and on request. ROLE CRITERIA NO.7 OTHER REQUIREMENT (1) Use of own car: Should the post holder have a disability and/or be unable to drive, then they may seek alternative means of transport/assistance, which must be an effective and cost effective method of travelling the post holder is appropriately insured for business purposes to be provided annually ROLE CRITERIA NO.8 OTHER REQUIREMENT (2) HEALTH SURVEILLANCE & MONITORING: To react positively to changes, requirements, requests and suggestions. This post will require the post holder to take part in Health Surveillance and Monitoring procedures.

5 SAFEGUARDING: WELSH LANGUAGE: DISCLOSURE & BARRING SERVICE (DBS): REVIEW/ RIGHT TO VARY: LINE MANAGER: POST HOLDER: The Authority is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The Authority is committed to delivering an equally high quality service in Welsh as in English and will support staff in providing this. THIS POST REQUIRES THE POSTHOLDER TO HAVE THE LEVEL OF DBS DISCLOSURE AS INDICATED BELOW: Standard DBS Enhanced DBS No DBS Disclosure Disclosure Disclosure Application Application Application This Person Specification is as currently applies and will be reviewed regularly according to the Employee Performance Management Review Policy and the Performance Development Review and Appraisal process. The Job and Person Specification may be subject to other Variance within the remit of the Role Profile. SIGN OFF DATE: DATE:

6 DISCLOSURE AND BARRING SERVICE (DBS) DISCLOSURE CHECKS The Disclosure and Barring Service (DBS) has been introduced as a result of Part V of the Police Act, 1997 and will replace the current system of police checking (see attached notes). It should be noted that this post requires a Standard/Enhanced level of disclosure. Further information about the Disclosure Scheme is available at or by contacting the Employee Vetting Team at the Guildhall, Swansea SA1 4PE. This service enables organisations in the public, private and voluntary sectors to make safer recruitment decisions by identifying candidates who may be unsuitable for certain work, especially that involve children or vulnerable adults. The DBS was established under Part V of the Police Act 1997 and was launched in March The DBS can issue 5 levels of Disclosure Certificates, depending on the position applied for, namely Standard, Enhanced, Enhanced with ISA check (children), Enhanced with ISA check (adults) and Enhanced with ISA check (children and adults) Prospective applicants should be aware that before any offer of appointment is confirmed the successful candidate will be required to complete an application for the appropriate level of disclosure; the Authority will provide the relevant DBS Application Forms. Proof of the successful candidate s identity will also be required in the form of the following: Passport, Driving Licence, Birth Certificate and Utility Bills. The Authority actively promotes equality of opportunity for all existing employees and prospective applicants. Candidates are selected on the basis of skill, qualifications and experience, and their match against the Person Specification. A criminal record will not necessarily bar applicants from working with the Authority. It will depend on the nature of the position and the circumstances and background of the offence. The Authority has a written Policy on the Recruitment of Ex-offenders, which complies with the DBS Code of Practice, and undertakes to treat all applicants fairly. The DBS s Code of Practice; the Authority s Policy on the Security of Confidential Disclosure information and; information on the Rehabilitation of Offenders Act 1974 is available from the Employee Vetting Team, Room 214, The Guildhall, SWANSEA SA1 4PE; Telephone Further information about the DBS can also be found at

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