Recruitment Information Pack Administration

Recruitment Information Pack

Administration Assistant - HR (1 FTE)

Welcome from the Principal

The vision of Ayrshire College is to raise aspirations, inspire achievement, and increase opportunities and our aim is to create a dynamic and innovative College to serve the communities and businesses in Ayrshire. We work in partnership with businesses and key stakeholders to ensure we are focused on providing opportunities which meet demand in key industry sectors in Ayrshire and beyond.

Ayrshire College has a key role in helping to develop the economy in Ayrshire and beyond, by ensuring that students develop the right skills and positive attitudes to support the local, regional and national workforce needs.

The College offers a broad and balanced curriculum across Ayrshire, offering hope, inspiration and opportunity to the communities we serve. By harnessing the strengths and talent of staff from across all of our campuses, and with an ethos of continuous improvement, we provide the highest quality learning experience for our students.

I am delighted that you are considering joining our successful team at this exciting stage of our development. Following review of the vacancy information, if you feel that your knowledge, skills and experience are suited to this role, and you are enthusiastic with drive and ambition, we would be very pleased to receive your application.

Thank you for taking the time to consider this career opportunity with us

Heather Dunk Principal and Chief Executive

Introducing Ayrshire College

Aims, Mission and Objectives

The vision of Ayrshire College is to raise aspirations, inspire achievement and increase opportunities. Raising the aspirations of our students and staff to set ambitious goals for their learning and future careers, complemented with the right support to enable them to achieve these, is a key aspect of our vision. The College also seeks to contribute to raising the aspirations of the people, communities and employers across Ayrshire, helping all to achieve the goals important for their success. As well as increasing opportunities for our students and staff, we will work with partners and employers to increase opportunities which will benefit the wealth of the regional economy and the wellbeing of local communities.

We have aligned the mission and vision of Ayrshire College with the strategic priorities of our partners, in particular to support the overarching ambitions of the three Community Planning Partnerships in Ayrshire.

Fundamental to achieving our ambitions is a culture which supports this and our values will underpin everything that we do.

Seven Star Ambition

In aiming to be a world-leading College, we have developed a simple approach of delivering a seven star service. Supported by staff and students, this concept reflects our stretching ambitions for the College:

1. To deliver excellence in learning and teaching 2. To have an excellent reputation locally, regionally and nationally 3. To nurture new and further develop excellent partnership working with employers and Community Planning Partners 4. To recruit and retain highly skilled staff and enable students to flourish in excellent learning environments 5. To be the college of first choice for students 6. To be the training partner of choice for employers 7. To demonstrate excellence in financial sustainability

Curriculum Portfolio

The curriculum portfolio is demand based to meet the educational requirements of learners across Ayrshire and the business community. The curriculum currently delivered supports the Scottish Government’s focus on the 16-19 year old age group, and also reflects the requirements of older students, including adult returners and those accessing training or education for the first time.

College Campuses

Ayr Campus

The Ayr Campus includes the Dam Park Building, Riverside Building, and the Aeronautical Engineering Training Centre.

The Dam Park Building comprises a range of student services as well as multi-purpose classrooms, professional training kitchens and engineering and construction workshops.

The Riverside Building hosts IT suites, custom built studios for Creative Arts, Fashion workshops and Hair and Beauty salons.

The Aeronautical Engineering Training Centre includes an aircraft hangar which is home to a “Bulldog” light aircraft, a flight deck simulator, a wind tunnel and jet engines.

The campus also provides a Nursery, which offers high quality childcare facilities to staff and students.

Cumnock Campus

Facilities at Cumnock include multi-media suites, a hair and beauty salon, craft workshops, multi-purpose classrooms and a range of student services. The campus also hosts the LearnDirect Scotland Learning Centre, which offers a drop in facility for students and the public to access training in IT using self-help material and tutor support.

Kilmarnock Campus

Kilmarnock Campus offers a range of curriculum programmes and also incorporates the Gallery Restaurant, The Hair Salon, Aqua Spa and Nail salons. The Campus also delivers a range of engineering and motor vehicle programmes and has developed strong partnership links with the engineering business community across Ayrshire.

The Kilmarnock Campus offers a full range of student support services to enhance learner journeys.

Kilwinning Campus

The Kilwinning Campus offers industry standard resources which include design studios, IT suites and hairdressing and beauty salons. The Campus also offers a nursery service, providing child care in a safe and stimulating environment with highly qualified and

Nethermains Campus

Nethermains supports a range of construction and motor vehicle courses and provides an industry standard environment to support student learning and teaching.

The Craig Centre

Horticulture and land management courses are based at the Craig Centre, Gatehead. Programmes delivered include tree surgery, and landscaping.

Townholm Campus (Kilmarnock)

Townholm Campus is home to our Centre of Sporting Excellence, which delivers a range of sport and fitness programmes. The Townholm campus also comprises a Trade Skills facility which supports Painting and Decorating, Bricklaying and Carpentry and Joinery.

Skills Centre of Excellence Irvine Campus (Irvine Royal Academy)

The Skills Centre of Excellence Irvine Campus is a new addition to Ayrshire College and opened in October 2014. The first part of the development of the Irvine Campus will see the delivery of Sport and Fitness and Health and Social Care courses. This campus will continue to develop over the academic term to provide other exciting opportunities in the future.

Governance and Management Structure

Board of Management

The Ayrshire College Board of Management was created on 1st August 2014. The Board provides strong and effective governance and strategic leadership for Ayrshire College. The current members of the Board include:

 Willie Mackie, Chair of the Board of Management  Wai-yin Hatton, Vice Chair of the Board of Management, Chair - Estates and New Campus Development Committee  Heather Dunk, Principal and Chief Executive  Barbara Graham, Chair - Learning and Teaching Committee  Nicki Beveridge, Chair - Human Resources and Organisational Wellbeing Committee  Tom Wallace, Chair - Finance Committee  Alan Walker, Chair - Audit Committee  Gordon James, Board Member  Stephen Greenwood, Service/Support Staff Board Member  Julie Bradley, Curriculum/Teaching Staff Board Member  Angela Alexander, Student President – Community Partnership  Emma Hall, Student President – Positive Wellbeing  Sharon Graham, Student President – Learning and Teaching (Observer)  Marie Macklin, Board Member  Bill Costley, Board Member  Dr. Robin J Northcote, Board Member  Professor Alan McGregor, Board Member  James English, Board Member  Fiona Skilling, Board Member

Executive Management Team  Jane McKie, Vice Principal, Human Resources and Organisational Wellbeing  Bernadette McGuire, Vice Principal, Learning and Teaching  Michael Breen, Vice Principal, Finance and College Systems  Jackie Galbraith, Vice Principal, Strategy, Planning and Performance  Vacant, Vice Principal, New Campus Development and Estates Services

Senior Management Team

 Elaine Hutton, Director of Learning and Skills (Creative)  Julie Maxwell, Director of Learning and Skills (Care, Education, Sport and Fitness)  Gavin Murray, Director of Learning and Skills (STEM)  Moira Birtwistle, Director of Learning and Skills (Hospitality, Tourism, Business and IT)  Carol Nisbet, Director of Learning and Skills (Access and Inclusion)  Helen Canning, Director of Student Services  David Davidson, Director of Human Resources and Organisational Development  Alistair Gordon, Director of Finance and Student Funding  Dave Swan, Director of ICT and MIS  Stuart Millar, Director of Education Contracts and Business Development  Michael McHugh, Director of Quality Enhancement 6

Executive and Senior Management Structure

Heather Dunk Principal & Chief Executive (Kilmarnock)

Vice Principal Michael Breen Jane McKie Bernadette McGuire Jackie Galbraith College Estate and Vice Principal Vice Principal Vice Principal Strategy, New Campus Vice Principal Finance & College Human Resources & Planning & Development Learning and Teaching Systems Organisation Wellbeing Performance (Kilmarnock) (Kilmarnock) (Kilmarnock) (Kilmarnock) (Kilmarnock)

David Davidson Stuart Millar Alistair Gordon Elaine Hutton Project Director – New Director of Human Director of Education. Campus Development Director Of Finance & Resources & Director of Learning & Contracts & Business Student Funding Organisational Skills – Creative Development (Kilmarnock) Development (Kilmarnock) (Ayr) (Ayr) (Ayr) Julie Maxwell Michael McHugh Dave Swan Director of Learning & Skills – Care, Education Director of Quality Director of ICT & MIS and Sport & Fitness Enhancement (Kilwinning) (Kilwinning) (Kilwinning)

Gavin Murray Director of Learning & Skills – STEM (Kilmarnock)

Moira Birtwistle Director of Learning & Skills – Hospitality, Tourism, Business & IT (Ayr)

Carol Nisbet Director of Learning & Skills – Access & Inclusion (Kilwinning) Helen Canning Director of Student Services (Kilmarnock)

Ayrshire College students triumph at National Championships

Sport and Fitness students from Ayrshire College travelled to Bath last week to represent Scotland in the Association of Colleges (AoC) Sport National Championships – and returned with a gold medal! Thirty three students from the College competed in men’s football, men’s volleyball, women’s volleyball and women’s badminton doubles. It is the sixth consecutive year Ayrshire College has participated in the event. Biatrice Gabell (NC Advance Sport & Fitness) and Emma Cook (Scottish Student Sport Playsport co- ordinator) took home the gold in the badminton doubles, despite Emma playing through the semi-final and final with an injury to her thumb, picked up in her fifth match, that required a visit to Accident & Emergency. It was revealed to Emma that she had really bad ligament damage that may require surgery in the future, but this did not stop her playing their final two matches the following day. Incredibly, throughout all seven matches, the girls did not lose a single set. Meanwhile, Mark Ferguson (HND Sport) was awarded the Most Valuable Player (MVP) for the men’s volleyball tournament, while Rebecca Johnston (NC Fitness) was MVP in the women’s game. Ayrshire College’s men’s volleyball team finished 5th in the overall rankings – an impressive achievement considering the top three teams had England internationalists in their squad. Before making the trip to Bath, 16-year-old Biatrice – who is also a Scottish under–18s weightlifting champion in her weight category - said “I think we’ll do well, to be honest. I’ve got Emma by my side – she’s really good! So I can’t wait.” Emma, 21, represented Scotland at her age group before taking a break from the sport. She is now looking to get back to the top. Emma said “I’ve just had a baby so I’ve been out for a year, but I’m definitely looking to get back to that level. It’s about taking wee steps at a time, there’s a European Championships team; that would be good to get back into before thinking about the Commonwealth Games team.” Sports Lecturer Alan Johnston said “We do this to add to the student experience. To go and mix with the best sports talent from colleges throughout the UK is tremendous opportunity for our students. “For some of the students it was their first time leaving Scotland, so it is a big adventure. This is a great opportunity to inspire our students to become more aspirational in their future careers. The experience is a major highlight for our students and one that they will remember for years to come.” College Sport & Fitness staff who accompanied the students on the trip praised the exceptional behaviour and maturity shown by the students. Their commitment and enthusiasm was also praised by the officials and fellow competitors

College raises the bar across the Ayrshire hospitality scene

The Project Bartender training programme has proved a great success as it is rolled out across Ayrshire College in partnership with DIAGEO through its Learning for Life programme. The second cohort of Hospitality and Bartending students celebrated after completing the six week course, helping a record number to launch their hospitality careers at some of Ayrshire’s top bars and restaurants. The course, for 18 to 28 year olds on jobseekers allowance, introduces students to the skills necessary to start a career in the vibrant hospitality industry. Ayrshire College worked in partnership with Diageo as part of their Learning for Life programme, giving students the opportunity to acquire new skills, gain six nationally recognised qualifications, have two weeks work experience and learn from industry experts. Work experience placements in venues across Ayrshire included The Beresford, Trump Turnberry, The Stonehouse, Ayr Racecourse and the Dumfries Arms. Student, and Master of Ceremonies on the presentation night, James McDougall (23) from Stewarton said “This has been a fantastic opportunity. As well as gaining valuable trade certificates, I’ve gone from being unemployed to working in the Stonehouse. I’ve now got the confidence to pursue my dream of setting up a pub in the south of France”. Moira Birtwistle, Director of Hospitality, Tourism, Business and IT at Ayrshire College said: “Bartending and hospitality offer a wide range of excellent and exciting career options. Scotland’s hospitality industry is flourishing, and we’ve designed this programme carefully with DIAGEO to help young adults in Ayrshire to gain the skills and qualifications to have a successful career within it.” David McFadyen (28) from Ayr is now employed at Trump Turnberry after completing the course. David said “I’d always wanted to get into the hospitality industry, but coming from a background as a driver, I didn’t have any experience. The bartending course has given me the chance to work in one of the top hotels in Scotland. I start next week and can’t wait!” The next Hospitality and Bartending course starts in May

Recruitment Advertisement

Career Opportunity

Administration Assistant – Human Resources (1 FTE) Ayr £18,939 per annum

You will provide high-quality administrative assistance to support the HR Manager, Employee Resourcing and Relations, including diary management, data input, arranging meetings, preparing reports and other relevant documentation to support the activities of the HR team. This will also involve maintaining effective HR administration procedures and systems and supporting projects.

You will be the first point of contact for all customers and telephone enquiries to the HR Department, and so excellent communication and interpersonal skills are essential for this post to ensure the provision of a welcoming, customer focused and professional service.

You should be educated to SVQ level 3 or equivalent, with demonstrable experience of providing administrative support within a customer focused environment and delivering high quality work on time and to tight timescales. A comprehensive working knowledge of Microsoft Office suite is also essential for this post and it is desirable that you hold an ECDL certificate

Informal enquiries to Gillian Brown, HR Manager, Employee Resourcing and Relations, 01292 265184, ext. 7523 or email [email protected]

Job Description

1. JOB IDENTIFICATION Administration Assistant Post Title:

Responsible to (Post Title): HR Manager, Employee Resourcing and Relations No of Job Holders: 1

2. PRINCIPAL JOB PURPOSE

Provide high-quality administrative assistance to support the HR Manager, Employee Resourcing and Relations in delivering an efficient and effective HR support to the College.

Maintain effective administration procedures and systems, to support the projects of the HR Team and provide a professional and customer focused services at all times.

3. JOB DIMENSIONS & CONTROL OF RESOURCES

The post holder will have no responsibility for staff or budgetary management.

4. ORGANISATIONAL RELATIONSHIP

HR Manager, Employee Resourcing and Relations

HR Administration Assistant

HR Advisors HR Assistants

5. MAIN DUTIES & RESPONSIBILITIES 1. Provide high-quality administrative assistance to the HR Team including diary management, data input, arranging meetings, preparing reports and all other documentation, to support the activities of the department.

2. Provide administrative support to all members of the team to underpin effective service delivery.

3. Support the team in preparing papers and other documentation to assist in the development of the department and to deliver a high quality service.

4. Support the HR and OD Team in meetings with staff, partners of the College, stakeholders and internal managers, highlighting and monitoring follow-up actions, including document preparation, to ensure the effective performance of the department.

5. Prepare draft correspondence in response to enquiries received, for final approval by the HR Team.

6. Support and maintain effective administration procedures and systems, including all filing and e-systems records, for the department in accordance with the agreed procedures in order to ensure accurate and up-to-date information is available to underpin the efficient performance of the full range of department’s activities.

7. Participate fully as a member of the administration team, providing cross- cover support as required to ensure a seamless administrative support service is delivered.

8. Support the maintenance of databases and record systems in order to produce reports and statistical information to inform service delivery.

9. Liaise with other curriculum areas and service staff in order to ensure an effective and efficient service is provided to the students, stakeholders and customers of the College.

10. Support the implementation of all College policies, procedures and regulations generally and with specific reference to quality enhancement, health and safety, management of risk, equality and diversity and staff performance, and sustain an inclusive and supportive environment in accordance with College policy.

11. Support the team through participating in the marketing and promotion of programmes and services delivered to customers of the College.

6. COMMUNICATIONS (Internal & External) The post holder has internal working relationships with Curriculum and Service staff.

Excellent communication and interpersonal skills, both oral and written, are required to achieve effective working relationships with managers, staff, students, stakeholders and external contacts.

7. ASSIGNMENT AND REVIEW OF WORK

The post-holder works within the parameters agreed with the HR Manager, Employee Resourcing and Relations and has some discretion to prioritise and determine workload. Work is demand driven and work activity will be delegated by the HR Team. The post-holder is responsible for organising their workload. Review of work will be in accordance with the College’s processes and procedures.

8. ESSENTIAL KNOWLEDGE, SKILLS & EXPERIENCE

Education  Educated to SVQ level 3 or equivalent qualification or experience.  ECDL.

Knowledge  An understanding of a College environment and the services provided by the College.  Demonstrable knowledge of an effective and efficient administrative support.  A comprehensive working knowledge of Microsoft Office suite.

Skills and Competencies  Excellent administration skills and the ability to produce high quality work.  Excellent communication and interpersonal skills with the ability to communicate in a range of formats, both oral and written.  The ability to plan and prioritise a range of work activities, involving personal and confidential information, meet deadlines and work to tight timescales.  Customer focused and the ability to provide a professional service at all times.  Ability to collate and present data and information in final format.  Ability to work with minimal supervision.  Adaptable and flexible and able to respond to unexpected enquiries appropriately or to refer to other staff as required.

Experience  Demonstrable evidence of delivering high quality work on time and to tight timescales.  Experience of providing administrative support within a customer focused environment.

9. MAIN JOB CHALLENGES

 Meeting the requirements of the department during a challenging period.  Dealing with competing demands and priorities.  Supporting a team of staff.

10. WORKING ENVIRONMENT Physical  The post will involve office-based work, but may on occasion involve the post- holder attending functions out with business hours, to support the department.  Keyboard skills for production of paperwork and reports.  Operation of a wide range of office machinery/equipment, including:  Personal computer for production of relevant documentation and use of e- mail.  Photocopier/fax machines etc;

Mental  Concentration required to update records, prepare documents and quality check final output.  Frequent and constant interruptions on issues relating to the work of the department.  Concentration for periods of time when preparing reports.

Emotional  The ability to maintain professionalism and deal with conflicting views and not be provoked by occasional challenging, hostile, confrontational or aggressive behaviour.

Working Environment

 Mainly desk/office based.

PERSON SPECIFICATION

Post Title: Administration Assistant - HR

Responsible to: HR Manager, Employee Resourcing and Relations

Attributes Essential Desirable Education Educated to SVQ level 3 or equivalent ECDL qualification or experience

Knowledge An understanding of a College environment and the services provided by the College

Demonstrable knowledge of an effective and efficient administrative support

A comprehensive working knowledge of Microsoft Office suite.

Skills and Excellent administration skills and the Competencies ability to produce high quality work

Excellent communication and interpersonal skills with the ability to communicate in a range of formats, both oral and written

The ability to plan and prioritise a range of work activities, involving personal and confidential information, meet deadlines and work to tight timescales

Customer focused and the ability to provide a professional service at all times

Ability to collate and present data and information in final format

Ability to work with minimal supervision

Adaptable and flexible and able to respond to unexpected enquiries appropriately or to refer to other staff as required.

Experience Demonstrable evidence of delivering high quality work on time and to tight timescales

Experience of providing administrative support within a customer focused environment

Application Procedure

Please return your completed application form by 12 noon on Friday 1 May 2015 via email to [email protected] or alternatively to Human Resources, Ayrshire College, Ayr Campus, Dam Park, Ayr, KA8 0EU.

The College is an Equal Opportunities employer and in this respect it would be most helpful if you could complete and return with your application form the appropriate questionnaire. This questionnaire will be retained by Human Resource Services and will not be used in the selection process. Similarly, you are asked to complete the Criminal Conviction Declaration and return. The information given on this form will be treated in the strictest confidence. Both forms are incorporated within the College’s application form.

Please note that we do not accept CVs.

Please note that if you are shortlisted you will be advised within 4 weeks of the closing date.

If you have not heard from us by then you must assume that you have been unsuccessful on this occasion. If you would like to receive confirmation of this, then please do not hesitate to contact us.

We look forward to receiving your completed application form and thank you for the interest you have shown in the College.