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									                                                                           Woodbrooke
                                                                      Quaker Study Centre
                                                                      1046 Bristol Road
                                                                   Birmingham
                                                                   B29 6LJ
                                                                   UK

                                                                   Tel     +44 (0)121 472 5171
                                                                   Fax:    +44 (0)121 472 5173
                                                                   Email   enquiries@woodbrooke.org.uk
                                                                   Web:    www.woodbrooke.org.uk




Background Information for Senior Educational Administrator

Experienced Educational Administrator needed to take on responsibilities for all educational
administration duties for a varied programme of on-site and off-site events. This position is for 35
hours a week over a 7 day rota, including some evening work.

Closing date: Monday 16 July, 4pm
Interviews: Tuesday 24 July
Preferred start date: As soon as possible

Woodbrooke was founded in 1903 as a response to the educational needs of a religious society –
Quakers, or the Religious Society of Friends – which has no paid ministers or other leaders. It was felt
essential that the membership should be as well informed as possible, which led George Cadbury to offer
his home for the purpose of educating Quakers and others. Many students from all over the world come
to Woodbrooke, and it has welcomed leading thinkers, philanthropists, religious figures and others to
extend the understanding and knowledge of participants on our courses.

Woodbrooke runs a year-round programme of on-site short courses, as advertised in the course brochure
and online, and a smaller programme of off-site courses, including at Swarthmoor Hall. In addition we
make our facilities widely available to Quaker and similar groups. We have grown our
conferencing/meeting business considerably, with most of our conference customers coming from the
‘third sector’, representing charitable and ‘not for profit’ organisations. We also provide “bed and
breakfast” accommodation to Quakers and others looking to stay in Birmingham.

The Administration Office at Woodbrooke is a fast paced, customer-focused environment. As well as
general administration duties the Educational Administration Team, consisting of a Senior Educational
Administrator and 2 Educational Administrators, take on responsibility for course administration;
encompassing a wide range of activities such as helping with planning future years’ programmes,
extensive liaison with tutors, and preparing materials in advance of courses.

Further information on Quakers can be found on: www.quaker.org.uk

Only candidates invited for interview will be contacted by Woodbrooke Quaker Study Centre. We
are sorry that we shall be unable to send acknowledgements of applications.
                              Woodbrooke: Staff Job Description

Job Title:            Senior Educational Administrator
Starting Salary:      £ 18,481 per annum

Accountable to:       Administration Manager

Annual leave entitlement 33 days per annum (including bank holidays).

Responsibilities:
Education Support:

To ensure the smooth running of all administration for our on-site and off-site educational activities,
which includes the ability to
    communicate and co-ordinate with tutors and associate tutors to establish details for courses.
    liaise with tutors and associate tutors prior to and after courses to ensure course planning and
       administration run to schedule.
    make practical arrangements with local organisations and tutors for off-site courses.
    be the first point of contact for answering enquiries about courses and Woodbrooke’s education
       programme before referring to the appropriate member of the Programmes Team if necessary.
    ensure good administrative support for Woodbrooke’s education projects.
    create and maintain processes that promote maximum enrolment on all courses in liaison with the
       Administration Manager and the Marketing Department, communicate with all other departments
       (catering, housekeeping, marketing, finance, volunteers, etc.) to ensure accurate information is
       provided to enable them to co-operate and deliver excellent service.
    Communicate/liaise with Swarthmoor Hall staff regarding our joint programme.

To provide administrative support for the Programme Planning and members of the Programme team, to
include:
     acting as a liaison with the Senior Programmes Leader and providing support as necessary,
       including pre-course planning for the next calendar year.
     entering data into and maintaining spreadsheets pertaining to the course calendar.
     assisting with setting the following years calendar.
     ensuring timely receipt of brochure text by requesting, receiving, proof reading and entering onto
       the Filemaker database.
     providing administrative support to the Head of Education, as necessary.

General
    to line manage the Educational Administrators, including recruiting, hiring, training and on-going
      support and development.
    organise own workload and that of the Educational Administrators in close liaison with the
      Administration Manager.
    ensure year round cover of essential functions and take a share in general office duties, including
      sharing rota of reception cover.
    enjoy working with a range of people and have excellent customer service skills with a pleasant,
      calm and welcoming approach.
    undertake other appropriate tasks as directed by the Administration Manager and members of the
      management team.

IT
The administration function at Woodbrooke is managed on a database called Filemaker Pro. In addition,
the administration office is the first point of contact for IT malfunctions at Woodbrooke. The postholder
will be expected to

      continue to develop the use of Filemaker Pro as an effective and extensive database for
       Woodbrooke’s operation in conjunction with the Administration Manager and the IT consultant.
       administer course records on Filemaker Pro database, including upload of new courses and any
        changes as required.

Bookshop
Woodbrooke operates a small bookshop selling books of special interest to participants on Quaker
courses. The responsibility for the selection of books to be stocked lies with the Programmes Team, but
the Senior Educational Administrator will be expected to:

       manage the display of the books on the bookshop in order to increase sales.
       purchase the books in conjunction with the Programmes Team representative and manage the
        delivery and stocktaking processes.
       Liaise with Marketing team to produce CD recordings of the annual Swarthmore Lecture for
        general sale and distribution.
       Maintain stock records.

Job Specification
Educational Qualifications:
We would normally expect an applicant to be educated to a degree level standard or the equivalent.
However, we recognise that a wide range of qualifications may be appropriate for the post, and also that
good experience counts for a great deal.

Essential Skills and Attributes:
You will be experienced in a wide range of administrative duties, preferably gained in a busy
environment and be comfortable managing and meeting multiple deadlines

You will have demonstrably sound practical administrative skills, including strong IT skills (Excel
experience an advantage)

You will have excellent attention to detail and a high level of accuracy

You will have excellent written and oral communication skills in English, and good level of numeracy

You will have experience of people management and an ability to delegate, motivate and manage the
performance of others

You will understand relational databases (experience of Filemaker Pro an advantage) and have an
appreciation of how data can be mined

You will have the ability to develop and maintain systems and processes

You will have enthusiasm for the work being done, and its development

You will be available to work flexibly

You will have a clear, welcoming and professional manner

Desirable skills and attributes:

You will enjoy acting on your own initiative and be willing to be pro-active in finding solutions to
problems, whilst at the same time appreciating a collaborative working environment.

You will have experience in retail display and sales.

You will be in sympathy with the ethos and values of Quakers, and may be a member of the Society of
Friends.
                                                                     Woodbrooke
                                                                Quaker Study Centre
                                                                1046 Bristol Road
                                                             Birmingham
                                                             B29 6LJ
                                                             UK

                                                             Tel     +44 (0)121 472 5171
                                                             Fax:    +44 (0)121 472 5173
                                                             Email   enquiries@woodbrooke.org.uk
                                                             Web:    www.woodbrooke.org.uk


                           Application for employment
  Please complete all sections of the form, writing “none” where appropriate, and use black
                                            ink.


Position applied for:


If offered this position, when would you be able to take up employment?

………………………………. ……………………………………………………………………………..

Where did you hear about this vacancy?

…………………………………………………………………….



         Please return the completed form, marked ‘Senior Administrator, Confidential’, to:

                                            To
                            Becky Thomas, Administration Manager
                              Woodbrooke Quaker Study Centre
                                     1046 Bristol Road
                                       Birmingham
                                          B29 6LJ


                             Please return by Monday 16 July, 4pm



         In order to minimise administration costs, please be aware that we will only be
                            contacting short listed candidates.




Name of Applicant:
                                    PERSONAL DETAILS


First name(s):                              Surname:


Current address:                            Previous address:
                                            (if less than 12 months at current address)




                       Post Code:                                            Post Code:

Day-time phone number:                      Evening phone number:


Mobile phone number:                        E-mail address:


National insurance number:




Nationality:                                Do you need a work permit to work in the UK?

                                            Yes / No
                                WORK AND EMPLOYMENT

Employment status Are you currently: employed?                      ….
                                     self-employed?                 ….
                                     unemployed?                    ….
                                     doing voluntary work?          ….
                                     retired?                       ….

Employment – most recent first (if necessary, add an additional sheet)

Name and address of     Job title and principal   Dates of starting and       Reason for leaving
  your employer                  duties           leaving                      and final salary




Self-employment

  Type of work undertaken         Names of the organisations and          Dates of self-employment
                                 businesses for which the work was
                                  undertaken – list the main ones




Voluntary work

  Type of work undertaken          Names of the organisations for         Dates when the work was
                                     whom you have worked                       undertaken
                            EDUCATION AND QUALIFICATIONS
                          Please attach additional sheets if necessary


Secondary school(s) – since age 11 (Most recent first)
  Name of School              Address          Dates of starting           Exams passed, such as O
                                                   and leaving               level, GCSE, A level,
                                                                                  GNVQ, etc.




Further/higher education or apprenticeship (most recent first)
 Name of college or          Address         Dates of starting              Qualifications gained
     university                                 and leaving




Occupational or vocational qualifications gained, including membership of a
professional body or institute   (most recent first)
 Professional body or         Address             Date obtained     Qualification gained/
       institute                                                    level of membership




Other relevant skills, knowledge or experience
Any other skills, qualifications or activities which may be relevant to the position applied for – such
as languages spoken, management experience, public offices held, positions of responsibility
outside work or day-release or evening courses successfully completed
                              REASONS FOR YOUR APPLICATION
                           Please attach additional sheets if necessary
Please give your reasons for applying for this post and what you think you can bring to it.

You may also wish to use this space for anything you feel has not been adequately covered
elsewhere in this section




                                   ADDITIONAL PERSONAL DETAILS

Have you ever been convicted of a criminal offence?                                Yes / No
(Declaration subject to the terms of the Rehabilitation of Offenders Act 1974)
                                          REFERENCES

Please give details of two referees (not relatives) who have known you for at least two years
and can comment on your work experience. One must be your present or most recent
employer.

If you do not wish an approach to be made to either referee at this stage, please enter a cross
in the box alongside their name.

Name:                                            Name:                                         

Company:                                          Company:

Address:                                          Address:



Postcode:                                         Postcode:
Telephone No:                                     Telephone No:
Email:                                            Email:
Position:                                         Position:

Relationship to you:                              Relationship to you:

If either referee knows you by another name, please give details:



                                         DECLARATION

I confirm that the information given on this form is true and comprehensive and that no
information that might affect a recruitment decision has been knowingly withheld. I understand
that any false statement or significant omission on my part may be sufficient cause for rejection
or, if employed, for dismissal.

In respect of the Data Protection Act 1998, I understand that the data given will be processed
for internal purposes only and I hereby consent to Sensitive Personal Data being held and
processed by the Centre.

I understand that any offer of employment is conditional upon:

        -   satisfactory references being obtained
        -   evidence of academic / professional qualifications
        -   satisfactory medical status

Signed:                                                          Date:
                           RECRUITMENT MONITORING

The information provided will be detached upon receipt and used solely for monitoring
purposes and will remain confidential.



Position Applied for:

Date:

Woodbrooke is committed to a policy of equal opportunity in its employment
practices. Applicants are therefore requested to indicate how they would
describe themselves in terms of ethnic origin and religious denomination, as
well as giving details of their age, gender, marital status and any disabilities.

Monitoring is recommended by the various Codes of Practice for the
elimination of discrimination.


Date of birth ……/……/………

Male/female …………………….

Marital status…………………….

Ethnic origin …………………………

Religious denomination or faith         ………………………………………………….

Do you require us to make any special arrangements either for you to
complete the application form, or for the interview and assessment process?

                                                                            Yes / No

If yes - we will contact you to discuss these.




                                                       Registered Charity No 313816

								
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