Transcription Officer in Birmingham

The post holder will be expected to produce transcription documents in Braille, Audio and Large Print within deadlines, in line with commercial contract specifications and service level agreements. This is a fantastic opportunity to join All Formats, one of the UK’s leading accessible format transcription companies, who were established over 25 years ago. All Formats is a part of Queen Alexandra College. QAC is a college that supports students with a wide range of Disabilities. Any profits generated by All Formats go directly back into the college to help enhance our students' learning journey. We are seeking a Transcriptions Officer to provide a high standard of confidential work, to provide an efficient and timely service to external stakeholders and clients. The post holder will be required to transcribe highly confidential information into large print and other accessible formats. As an entry-level position no prior experience is required as full training will be provided, however a high level of competence in Microsoft Office software such as Word is a must. Good verbal and written communication skills and excellent time management and organisation skills are also required. A customer-focused approach combined with excellent attention to detail and an ability to work accurately and calmly under strict deadlines is essential. Candidates must be flexible to assist in meeting fluctuating deadlines across various areas of the business.

Key Responsibilities

• To provide required transcriptions for all live projects, ensuring these are produced within Service Level Agreements.
• Daily, reconcile the delivery with client’s instructions; prepare received data for scanning and the transcription process.
• Use a wide variety of specialist software to produce items in the preferred format.
• Prepare and complete basic maintenance on equipment to be used for transcription purposes (e.g. printers, Braille embossers, scanners).
• Liaise with colleagues and manager to ensure the department is aware of the outstanding work against the SLA’s.
• Liaise with clients regarding live projects and within the team assist with providing daily and monthly reports.
• Collate relevant data on completed jobs, in preparation for invoicing.
• Follow essential security protocols as necessary for the business.
• Respond to incoming enquiries from potential clients via email and/or telephone, providing information and/or quotes as required.
• Monitor All Formats stock levels for transcriptions stationery and postal service, informing relevant individuals to ensure orders can be progressed.
• To facilitate with postal duties, as commensurate with the role.
• Provide support for a range of QAC Enterprise activities, and represent the team at events, where this is deemed appropriate.
• Occasionally, distribute printed marketing materials for College Enterprises.

General Duties

• As part of QAC’s process of continuous improvement; work with the All Formats Manager to implement projects/initiatives to improve the All Formats enterprise and services.
• Adhere to the College’s Health and Safety Policy at all times, recognising responsibility for own safety and that of others.
• Act at all times in accordance with the Staff Code of Conduct and QAC Values of Respect, Excellence, Enabling, Collaboration and Inclusion.
• Comply with all College policies and procedures.
• Maintain CPD and undertake appropriate training and development as required, including any mandatory and/or refresher training required for the role.
• To undertake other duties as commensurate with the role and in agreement with the All Formats Manager.

Transcriptions Officer (Extended Role) will undertake the Core Role Responsibilities above, but in addition will demonstrate the skills and experience necessary to undertake a wider role across the full range of formats (Large Print, Audio, Braille), including;

• Preparing and transcribing documents across the full range of formats.
• Support on-the-job training and quality control/consistency checking of documents for new Transcription Officer colleagues.
• Producing reports, as requested by the Team Leader and/or All Formats Manager/Deputy Manager.
• Undertake training and/or qualifications to develop specialist skills and expertise e.g. Braille.
• Undertaking designated work or ad hoc projects, as determined by the All Formats Manager/Deputy, in line with specialist skills and experience.
• Cover the Transcription/Production areas in the absence of Team Leaders, including assigning work, ensuring work is completed within SLA and any issues are reported to All Formats Manager.

The above list is not exhaustive, but is indicative of the general nature and level of responsibility of the work to be undertaken. The responsibilities and duties may vary from time to time without changing the nature of the post. The post holder will be expected to adopt a flexible approach to enable the efficient and effective running of the College.

Safeguarding Statement: Queen Alexandra College is committed to safeguarding and promoting the welfare of young people and vulnerable adults and expects all staff and volunteers to share this commitment. Safeguarding is everyone’s responsibility and all staff and volunteers are required to act in such a way that at all times safeguards the health and wellbeing of our students/clients. Successful applicants will be subject to an enhanced Disclosure and Barring Service (DBS) check.

This Job Description will be reviewed regularly and may be amended at any time, in consultation with the post holder.

QAC complies with Safeguarding guidelines and all appointees are required to have DBS Check and two references.

Skills, Knowledge and Expertise

• GCSE English or Equivalent
• Understanding of Data Protection/GDPR
• Meticulous attention to detail, with ability to concentrate for long periods of time
• Flexible and adaptable communication style
• Able to work with conflicting demands whilst meeting deadlines
• Able to work effectively both independently and as part of a team
• Able to work on your own initiative
• Proficiency in MS Office applications (MS Word, Excel, PowerPoint, Access and Outlook)
• Strong commitment to equality, diversity and inclusion. Identifies with and demonstrates QAC Vision and Values and FREDIE (Fairness, Respect, Equality, Diversity, Inclusion and Engagement)

Why work at Queen Alexandra Charity Birmingham

Join our team at Queen Alexandra College! Are you passionate about making a difference to the lives of students with special educational needs? Do you thrive in an inclusive and supportive academic environment? If so, we want YOU to join our team. QAC has just gone through an exciting rebrand, dealt with a period of swift growth and academic improvement and this is your opportunity to become part of a vibrant College that is moving forward and making a real difference to the lives and futures of our students.

The newly structured Queen Alexandra Charity Birmingham offers you the chance to have a positive impact as you join a committed group of colleagues in ensuring that all students achieve their aims and aspirations. We are dedicated to providing exceptional education and support to students with diverse learning needs and life experiences. Our specialist setting fosters an inclusive community where every student is valued, supported, and empowered to reach their full potential.

QAC offers a vibrant, varied and enriching educational experience for both residential and day students. Our curriculum aims to maximise adult life, independence and work opportunities for all students. Class sizes are designed to meet specific needs and support levels are high.

Joining our supportive team, you will have the opportunity to:

• Work closely with students with SEN to achieve their goals
• Make a difference to the educational experience of young people
• Be a voice for students and staff in specialist education
• Foster a positive and inclusive learning environment, promoting academic growth, self-development and self-confidence
• Develop your own skills, aspirations and progress your career.

Our benefits include:

• Access to on-site car parking
• Use of QAC Fitness Centre (subject to opening hours)
• Cycle to Work Scheme (Salary Sacrifice)
• 24/7 Employee Assistance Programme Helpline (BHSF)
• Access to Education Support Free Helpline for Teachers & Education Staff
• QAC Mental Health First Aiders & activities to support health and wellbeing
• BHSF Benefits Package including Healthcare Plans, discounted shopping/services
• Annual Flu vaccination/voucher
• Access to other benefit/discount schemes (which may be subject to charge) e.g. Blue Light Card, TOTUM (NUS), Charity Worker Discounts, Discounts for Teachers
• Dell Advantage programme - a free programme that offers savings to students, parents and all staff at QAC - up to 20% off.
• Health and Wellbeing Services (Occupational Health/Counselling)
• Free Tea/Coffee and Staff Room facilities
• Dining Room facilities with hot/cold food (free meal provided for those supporting students at mealtimes)
• Additional discretionary concessionary/closure days as part of leave entitlement (including closure over Christmas/New Year period)
• Reward and Recognition Policy – Living the Values Awards (team & individual) and long service
• Enhanced/Occupational paid leave e.g. maternity/paternity (subject to qualifying criteria)
• Occupational sick pay (based on length of service)
• On-site wellbeing activities (e.g. yoga, meditation)
• Support for training/CPD (either by way of study leave and/or funding)
• Flexible working arrangements including Flexible Working Policy Agreements, Time Off in Lieu (TOIL) in prior agreement with line manager.

This list is not exhaustive and may be subject to review and/or change. We look forward to receiving your application and knowing more about your qualifications, skills, personal qualities and experience that you would bring to the role and to QAC.

Please take time to review the job description above. Please upload a CV/Resume with details of your full employment history (since leaving school, including education, employment and voluntary work) including reasons for any gaps in employment. This should also include a statement of the personal qualities and experience you believe are relevant to your suitability for the post and how this meets the job description and person specification requirements.

Your CV/Resume will be reproduced in a standard format by the system (without personal identifiers) to assist us in our anonymised shortlisting process. Under Section 7 of SVGA 2006 it is an offence to apply for the role if the applicant is barred from engaging in regulated activity relevant to children. The College's Safeguarding Policies are available here.

As part of our commitment to safer recruitment, and in line with updated guidance published in September 2022, we will carry out an online search of all shortlisted candidates. This search may enable us to identify any incidents or issues that have happened, and publicly available for review online, which we may wish to explore with you in further detail during the interview process. As part of your application we have asked you to provide the account names, usernames and/or handles for any social media platform that you use, as well as the names of any websites that you own, post on, or contribute to. A Google search will also be conducted. These checks will only be conducted if you are shortlisted for interview. Please see our safer recruitment and selection policy for further information.