(Dws) Administrative Coordinator

Job title: (DWS) Administrative Co-ordinator
Salary: £18.36
Temporary: From 19th August – End of December, possibly longer.
Full time: 35 hours per week

Introduction
We are currently recruiting on behalf of a prestigious University based in the heart of London. You will be based in the Disability and Wellbeing Service (DWS) department who’s main purpose is to offer advice, information, guidance and support to prospective and current students, and has lead responsibility for co-ordinating services and support for disabled students within the School. It makes recommendations to academic and professional services staff on issues which affect students’ access to the whole of the School, including the learning and physical environment.

The post holder will work in collaboration with the DWS Manager and alongside other key members of the DWS Team to facilitate the putting in place of appropriate reasonable adjustments to support the needs of individual disabled students.

Job Summary:
The post holder will be responsible for the day-to-day management of the office administration, to include:
* Line management of the DWS Administrator, the Community Service Volunteer and any other administrative staff
* Day-to-day financial management of the Disability and Wellbeing Service (DWS) accounts (overall budget responsibility for DWS funds lies with the Head of Student Wellbeing) and detailed management of the student/ School DSA transactions
* Oversight of reception area(s) and of staff diary systems

Duties and Responsibilities
Service Delivery, Planning and Organising Resources
* Oversee the daily flow of administrative work, delegating and allocating where necessary to ensure essential work is completed in an appropriate time frame.
* Plan and manage the activities of the DWS Administrator, Community Service Volunteer, any other administrative staff and temporary/ hourly paid staff employed to provide direct support to students.
* Undertake annual appraisals for administrative staff using the Career Development Review.
* Respond to urgent requests for administrative or technical support from colleagues and reprioritise workload where necessary.
* Efficiently manage and maintain a complex service diary in order to allow easy access and ongoing support to all new and existing students.
* Carry out planning activities about service provision at key points of the academic year in collaboration with the DWS Manager where necessary.
* Co-ordinate the work of administrative staff in ensuring the efficient dissemination of Inclusion Plans, and where necessary communicate resulting arrangements (e.g. additional library services, access to IT rooms, Individual Exam Arrangements, etc)’.
* Day-to-day management of DWS budgets, preparing monthly reports for the Head of Student Wellbeing and DWS Manager
* Take lead responsibility for ensuring that student DSA monies are effectively managed throughout the service.
* Oversee the DWS loan pool for assistive technologies, to include managing the loan agreements with students and updating resources as required.
* Work with the DWS Manager to oversee and maintain the physical space resources of DWS, booking additional space as necessary and monitoring usage of space, including the student rest rooms and DWS-related study facilities.
* Act as the named Administrator of the DWS CRM, Maximizer (Student-Relate) and be responsible for arranging and delivering training on how to use the database to all new staff.
* In liaison with Disability Advisers, book appointments for diagnostic assessments for students with Specific Learning Difficulties.
* Carry out planning and allocation of admissions mailings and processing of disability information received.
* Plan and implement induction activities for new members of staff, both permanent and temporary, liaising with colleagues regarding orientation/ induction programmes and ensuring access to relevant IT systems and training for new starters.
* Supervise administrative staff in updating information for annual HESA returns.
* Collect and analyse data and maintain student records, and provide statistical reports as required, with due attention to the Equality Act, Data Protection Act and Freedom of Information Act.
* Assist the DWS Manager/ Deputy DWS Manager in helping to develop new and effective data management systems for auditing DWS work with students, through efficient use of databases and the CRM (Maximiser).
* Provide administrative support to the DWS Manager, Deputy DWS Manager, Mental Health Advisers and Disability Advisers, to include arranging meetings, booking rooms, preparing agendas and minutes, ordering catering, arranging AV equipment, booking conference attendance and organising travel.
Pastoral Care
* Act as a first point of contact for students, families/ carers and members of the School staff on reception, both in person and by telephone. This requires giving accurate information with reference to the remit and practices of DWS and School procedures, within the limitations of the DWS Confidentiality Policy.
* Assist students wishing to register with DWS and explain the appointment process as necessary.
* Assist Disability Advisers in working with specialist staff in IMT to ensure co-ordinated provision of assistive technology to students, and where necessary assist with training students and staff in the use of specialist equipment (eg hearing loops).
* Have a working knowledge of the Equality Act 2010.
* Provide information to UK students on how to apply for Disabled Students’ Allowances (DSA), as well as to international students on applying for various internal support funds.
* Provide information to students on a range of documentation as necessary, eg School criteria for disability evidence, etc.

Spring Personnel Ltd is acting as an Employment Business in relation to this vacancy.

Spring Group plc is an Equal Opportunities employer; we welcome applicants from all backgrounds.
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