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Rochdale & Oldham Supply Agency


Floor 8, Municipal Offices, Smith Street, Rochdale, OL16 1YA

Job Title:



Scale 3/4 (Subject to a pay and grading review the grade of this post may change)

Accountable to:

Supply Agency Manager

Accountable for:


Hours of Duty:

36Âź working hours in accordance with the needs of the service. To be worked on a rota basis covering the hours from 7.30 am to 6.15 pm.

Any Special Conditions of Service

Leave to be taken in school holiday periods and flexi time is not in operation for this post. Occasional attendance at meetings etc outside of normal office hours may be required. The Authority operates a smoke free policy for all its employees and applies to any building and associated grounds within the immediate vicinity of the building which is wholly owned, leased or operated and occupied by RMBC.

This service is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. Organisational Chart: Rochdale & Oldham Supply Agency

Supply Agency Manager

Deputy Supply Agency Manager

Administrative Assistants x 2 Clerical Assistant x 1

PURPOSE AND OBJECTIVE OF THE JOB To assist in the administration and development of the Rochdale & Oldham Supply Agency. CONTROL OF RESOURCES Personnel Not applicable. Financial Assistance in budget control as determined. Health/Safety/Welfare To be responsible for the health, safety and welfare of himself/herself and other persons who may be affected by his/her actions or omissions whilst at work. Equality and Diversity To work in accordance with the Authority's Policy relating to the promotion of equality and diversity. Training and Development The post holder will be responsible for assisting in the identification and undertaking of his/her own training and development requirements in accordance with the Service's Employee Development Scheme. Relationships (Internal and External) Internal:

With staff in the Rochdale & Oldham Supply Agency, Schools Service and other Council Services.


Headteachers, Teachers, prospective employees, and liaison with relevant Government Departments, other LEAs, and external employers. Liaison with Teachers’ Pensions Agency, General Teaching Council and Occupational Health Service (as appropriate).

PRINCIPAL DUTIES The main duties will include the following to: •

Respond to requests for Supply Cover from Schools- record and fill vacancies.

Contact Supply staff to cover vacancies in schools.

Liaise with schools over requests for Supply cover.

Process times sheets and invoices to ensure the accurate and prompt payment of Supply Staff both teaching and non-teaching.


Input and update data/information both manually and on computers.

Provide support to the Supply Agency Manager in the development of Continuous Professional Development opportunities for supply staff.

Ensure quality assurance procedures are met.

Dissemination of communications to supply staff and schools as determined by the Supply Agency Manager.

Assist in the regular maintenance and updating of the Supply List.

Respond to enquiries from potential applicants to the Supply List.

To undertake general administrative duties (eg filing, photocopying, opening mail, distribution etc) to progress the work of the section effectively.

To assist in the preparation of reports required by the Supply Agency Manager.

To be a Counter Signatory for Criminal Records Bureau Disclosures.

To assist the Supply Agency Manager in the promotion of the Supply Agency to prospective clients.


Responsible for interviewing candidates for the supply pool.

To ensure that management information is collected and maintained.

To participate in programmes of in service training, both as a trainee and as a trainer (when required).

To undertake such other duties of an equivalent nature, particularly in response to the changing role of LEAs, as may be determined from time to time by the Executive Director (or nominated representative), in consultation with the postholder and if she/he wishes, with her/his trade union representative.

Job Description prepared by: Richard Sammons





Schools Service Rochdale and Oldham Supply Agency

Administrative Assistant Scale 3/4

Note to Applicants: The Service is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. The Essential Criteria are the qualifications, experience, skills or knowledge you MUST SHOW YOU HAVE to be considered for the job. The Desirable Criteria are used to help decide between candidates who meet ALL the Essential Criteria. The How Identified column shows how the Council will obtain the necessary information about you. If the How Identified column says Application Form next to Essential Criteria or a Desirable Criteria, you MUST include in your application enough information to show how you meet this criteria. You should include examples from your paid or voluntary work. ESSENTIAL CRITERIA (a) Qualifications and Experience




Experience of developing and maintaining effective administrative procedures within a service, including, filing, typing and processing documentation.

Application form and interview

Experience of working within a Application Form commercial setting with a Supply Agency.

Experience of operating IT applications in daily work e.g. spreadsheets, word processing, databases and electronic communications.

Application form and interview

Experience of working with a range of professionals from different settings.

Application form and interview

Experience of budget monitoring and maintenance of financial records. Experience of working in Education or a School.

(b) Skills and Knowledge Ability to deal appropriately with complex, sensitive issues. Ability to prioritise workload effectively, meet deadlines and manage time. Ability to work accurately and effectively under pressure and maintain confidentiality.

Application form and interview Application form and interview Application form and interview

Able to proactively market a product or service.

Application Form

Application Form

Application Form

ESSENTIAL CRITERIA (b) Skills and Knowledge Cont’d Ability to process documentation with attention to detail, good presentation and layout skills. Excellent communication and customer care skills: Written Verbal Ability to deal with routine telephone and personal enquiries. Good organisational skills. Working knowledge of MS Word, Excel and Access. Ability to extract information from manual and computerised systems. Ability to contribute to effective team working. Ability to liaise with others and co-ordinate activities. Understanding of and commitment to equality and diversity. Ability to collate and evaluate statistical information.

HOW IDENTIFIED Application form and interview Application form and interview Application form and interview Application form and interview Application form and interview Application form and interview Application form and interview Application form and interview Application form and interview Application form and interview

(c) Special Working Conditions Able to work flexibly outside the normal working hours.


Able to work within the shift patterns of 7.30am – 6.15pm laid down by the agency. Occasional attendance at meetings/conferences/recruitment events outside of normal office hours. Able to take holiday entitlement during school holidays.

Interview Interview Interview




swim pool


swim pool