Office Administrator

The Office Administrator is a crucial role responsible for ensuring the smooth and efficient operation of our office and provision. This position involves overseeing various administrative duties to support the organisation’s overall objectives. The ideal candidate will be highly organised, meticulous, and capable of managing multiple responsibilities effectively. They will provide full administrative support to the leadership team and teaching staff, manage front-of-house duties, and assist in maintaining a welcoming and professional environment.

Line Manager: Head of Outreach

Key Responsibilities:

Administrative:

·       Coordinate daily tasks.

·       Develop and implement office policies and procedures to optimise efficiency and productivity.

·       Manage office supplies inventory and procurement, ensuring adequate stock levels and cost-effectiveness.

·       Oversee office maintenance, including equipment, facilities, and cleanliness.

·       Assist with general office administration, such as processing incoming and outgoing mail, answering and directing phone calls, writing letters, and maintaining office records.

·       Create and distribute student and staff ID badges, mailing labels, and handle stationery and first-aid supplies.

Front-of-House Duties:

·       Greet all visitors and ensure they feel welcome, maintaining a professional image at all times.

·       Manage the reception area, answer and direct all incoming phone calls, and process and distribute mail.

·       Organise and set up internal meetings and Inset Days, including booking rooms, arranging furniture, preparing documents, and writing minutes as needed.

·       Assist with the management of building security, including managing keys and coordinating security for events and hires.

Support:

·       Support IT, HR, Finance, Recruitment and Marketing in administrative tasks.

·       Implement and maintain data security measures to protect sensitive information.

·       Manage software licenses, subscriptions, and updates for office systems and applications.

·       Oversee IT equipment, including phones and laptops, ensuring proper maintenance and repair as needed.

·       Support HR in onboarding new employees.

·       Provide administrative support for HR initiatives and training programs.

·       Organise and coordinate events, including guest lists, invites, refreshments, signage, and logistics.

·       Assist with the management of internal photoshoots and maintain the image archive.

·       Format and send newsletters and manage communication for events.

General Administrative Support:

·       Provide support to the Head of Outreach and the Senior Leadership Team as needed.

·       Assist with processing online payments for classes and managing bookings and hire documentation.

·       Maintain expenditure spreadsheets for all departments and ensure financial records are up to date.

·       Support the organisation of staff and student events, such as birthdays and trips.

Housekeeping:

• Maintain a clean and orderly office environment, including washing up, making tea and coffee, and organising weekly food shopping.

Essential Experience and Skills:

·       Proven experience in office management, administration, or related roles.

·       Strong organisational and time-management skills, with the ability to prioritise tasks effectively.

·       Excellent communication and interpersonal skills, with the ability to interact with individuals at all levels.

·       Proficiency in MS Office Suite and familiarity with office productivity tools.

·       Knowledge of IT systems and data security practices.

·       Ability to work independently and collaboratively in a fast-paced environment.

·       Flexibility to adapt to changing priorities and deadlines.

·       High level of integrity and confidentiality when handling sensitive information.

·       Willingness to take initiative and demonstrate leadership qualities.

·       Have a positive attitude and a willingness to contribute to a dynamic work culture.

All employees are subject to an enhanced check by the Disclosure & Barring Service prior to their employment being confirmed. This is a statutory child protection requirement. The nominee will be required, if not currently employed by the provision, to provide original or certified copies of their professional qualifications and provide the details of one personal and two professional referees. Acceptable references must be received before any offer of employment is confirmed. Our commitment to safeguarding is underpinned by robust HR processes and checks.