Operations Assistant

The Operations Assistant is responsibly primarily for assisting with timetabling and scheduling and
monitoring student attendance.

The role is a lynchpin in the wider Operations Team which collectively ensures the smooth-running of
the campus throughout its opening hours of 8.00am-8.15pm, Monday-Saturday.

Reporting into the Timetabling & Scheduling Manager, the postholder assists in ensuring the smooth
and effective monitoring of queries in relation to timetabling and Italia Conti's spaces in Woking. They
also ensure the smooth and accurate delivery of all attendance data and assist with the delivery of
administration activity across the portfolio of courses.


KEY ACTIVITIES

• Working in support of the Timetabling & Scheduling Manager and Operations Manager in all aspects

of the course administration with a particular focus on assisting with and taking forward timetabling
and studio booking queries and timetabling revisions.


• Helping to maintain accurate records of external hires and the requirements of future events.



• Preparing staff and student signing-in sheets.



• Inputting and amending accurate timetable information using the ProSuite software.



• Creating and updating Excel spreadsheets as part of the timetable planning process.



• Inserting all known student absences and Urgent Personal Business forms (UPBs) on ProSolution

first thing so that registers are up-to-date, and maintaining accurate attendance records of students
on ProSolution (this would also include checking in to Zoom or Teams for attendance in
comparatively rare instances where classes are delivered remotely).


• Checking daily sign-in sheets and contact students to confirm attendance status.



• Delivering accurate data to the SLT, QA team and Course Leaders by way of a daily report and

reports spanning a longer period, as required (termly/end of year etc.).





• Adding Urgent Personal Business (UPB) information to Pro Solution/Pro Monitor and any illness

where students phone in.


• Sending out weekly attendance reports to Course Leaders, Deputy Course Leaders, Head of Student

Services, Heads of Year, and Welfare team identifying any emerging patterns of lateness,
absenteeism and/or UPBs and helping to build up a clear understanding of why students are having
attendance issues so that the issue can be proactively managed.


• Ensuring completion and filing of appropriate paperwork regarding these matters.



• Communicating with tutors in relation to register codes and the importance of register data in order

to embed a culture of promptly and accurately completed registers.


• Following up any missed registers with tutors and contacting tutor about any errors with registers.



• Preparing attendance data for awarding bodies.



• Taking a proactive role in suggesting and putting in place strategies and procedures to tackle poor

attendance.


• Training new staff on the register process in ProSolution.



• Taking part in Events and Outreach as required to aid with student recruitment.



• Assisting the Operations Team with any ad hoc duties as and when required including, but not

limited to, assisting with assessment documentation and with data input on ProSolution.


• Assisting with uploading/ inputting assessment marks on to Italia Conti management information

database systems and validating bodies web mark entry systems and downloading relevant
statistics and reports for the business of Assessment Boards and Subject Area Boards under the
direction of the Course Coordinator.


• Producing template letters confirming student status for LEAs/Councils/Banks and any other

institution relating as required.


• Undertaking ad hoc administrative duties as requested by management.



• Keeping up-to-date with developments to ProSolution and other proprietary software.



• Taking a proactive role in the smooth-running of courses to ensure a flawless student experience.



• Helping Italia Conti to fulfil its statutory requirements in areas such as acting as a fire marshal, first

aider and chaperone for guest teachers, and a willingness to undertake training to maintain
currency in these roles.


• Undertaking Level 3 Safeguarding duties such as staying until all students have left the building at

8.15pm and on occasional Saturdays, if required, on a rota with other staff.


• Assisting with the preparation of Q&As on Open Days and Audition Days.






• Attending and minuting meetings.



• Taking a proactive role as part of the wider Operations team, assisting course leaders, heads of

department and other colleagues in the Operations Team with ad hoc tasks.


• Assisting the teaching and learning and technical teams with setting up of studios with class-specific

equipment.


• Listening and supporting students where necessary and liaising with the Safeguarding & Wellbeing

team to ensure safeguarding and well-being of students at all times.


• Assisting with Front of House management in the evenings as required. (time off in lieu will be

granted for this).


• Supporting the Operations Manager and the Marketing and Events Manager to ensure the smoothrunning

of the annual graduates' showcase

Essential Desirable
Qualifications/Education
• 'A'-levels or equivalent tertiary A keen interest in performing

education or equivalent arts and arts education.
experience.

• An understanding of

attendance and its correlation
with success at HE and FE level
gained through experience.

Knowledge/Skills
• Excellent influencing and Knowledge of Further

communication skills and an Education and Higher
open and collaborative style. Education, of how courses are
structured and the work that

• Highly IT literate. underpins the smooth-running

of courses.

• A high level of organisational

skills and prioritisation of tasks.
• Knowledge of safeguarding

principles.

• A high standard of written and

spoken English.


• Accurate and timely recordkeeping.




• Excellent interpersonal skills and

experience of working as part of
a busy course administration
team.





• A willingness to work as an

instrumental part of the wider
operations team providing a
thoroughgoing service to all
campus users, responding
promptly to day-to-day
enquiries.


• Well-developed problem-solving

skills.


• A solution-focused approach.



• Ability to prioritise tasks.


Experience
• Experience of using databases,

spreadsheets and IT systems.


• Previous demonstrable

experience in an administrative
role and of undertaking
administrative duties under
supervision.


• Experience of dealing with

enquiries and acting as a
welcoming and knowledgeable
first point of contact.


• Experience of working in a busy

office environment., The post involves commitment to working outside the normal hours and a willingness to work flexibly is
expected.

There is an expectation that all employees will maintain the values of the Italia Conti and will comply
with its code of conduct as well as equality and diversity, health and safety and safeguarding policies.