Office and Programme Administrator - Arrival Education - London

You will be responsible for the following:
Support with Programme Scheduling

The delivery of AE’s programmes is a complex logistical process and you will provide support to senior staff to ensure that venue bookings are managed effectively, and that external speakers and guests are booked in and then dealt with in a professional and timely manner.

Your responsibilities will include:
Managing the bookings, maintaining the office calendar and updating AE’s Excel spreadsheet ensuring accurate and up to date records

Liaising with venues and completing booking forms

Researching potential new venues and carrying out risk assessments

Managing availability and responding to queries from external guest speakers as their point of contact

Managing and organising the Arrival Education Office

The Programme and Office Administrator will ensure the office space is a great environment to work in, in terms of organization, layout, cleanliness, temperature and resources.

Your responsibilities will include:
Answering incoming calls, screening and directing calls and handling routine enquiries

Managing stationery supplies including ensuring that we always have core items in stock and do not spend excessively

Ensuring the office space is kept tidy and organised, including stationery and storage cupboards

Ensuring that the office is well stocked with all other necessary items (i.e. milk, toilet roll, hand soap, tea and coffee etc)

Being first point of contact with all external providers – Printing, IT, Phones / Broadband and Cleaning companies

Supporting staff with printing and photocopying if they are having any trouble with using the machine and then liaising with the printing provider as necessary;

Ensuring that all team IT issues are dealt with promptly

Handling all incoming and outgoing post, couriers, special mail and packages

Managing the process for team birthdays – circulating the card and purchasing a gift on behalf of the team

Organising and planning the logistics for team Away Days and Company Days in partnership with the senior management team

Welcoming visitors, organizing the meeting room / equipment / refreshments

Ensure that the office space effectively accommodates team expansion (i.e. when new members join, thinking about desk availability and ordering more if necessary).

Arranging for any repairs to the office space where necessary

Ensuring that health and safety conditions are up to date and followed

Other

HR Administration

Manage the process of pensions auto-enrollment in preparation for introduction for Arrival Education in February 2017

Manage team annual leave requests

Track sickness and other leave

Ensuring that all preparations have been carried out for new joiners (laptop and email set up, phone provided, key provided, DBS process begun etc)

Onboarding new members of the team by providing them with an induction to the office and the building.

Ensuring that the exit procedure for leaving staff is followed and all AE property has been returned.

Finance – Other

Check and process staff expenses

Prepare invoices for payment by our accountants by checking through them all for accuracy, and ensuring that the budget code is clearly marked on each one so that they can be coded to the correct cost centre

Manage AE mobile phones with T-mobile and Orange to ensure that:

All lines are being utilized

Any spend in excess of contract is investigated

Ad hoc and project work as expected in a growing dynamic company

Requirements

Skills and Qualifications

You are likely to be educated to degree level, although for the right candidate this is not essential. You will be an excellent proactive organiser and administrator, with at least one year of experience in a similar role.

Essential:
At least one year experience of office management / administration

High attention to detail

Excellent verbal communication and written communication skills

Excellent organisation and administration skills

Ability to prioritise and manage a wide range of tasks

Ability to plan ahead and create simple work plans to ensure that deadlines are not missed

Ability to take instruction and then execute tasks with confidence

Ability to handle repetitive tasks

Able to create processes and systems to ensure the smooth running of tasks

Highly proficient in Microsoft Office with touch typing speed of 45 words per minute

Comfortable with working in an entrepreneurial, dynamic and challenging environment, where things change frequently and there is a culture of pitching in

Advantageous:
Experience of working in an educational environment or a social enterprise / charity.

Personal Characteristics:
Personable and friendly

Flexible

Calm and unflappable

‘Can do’ attitude

Patient

Good humoured

Proactive

Confident

Benefits

As a growing organisation there are excellent professional / personal development opportunities, as well as career progression opportunities. However, we are looking for a candidate with a genuine interest in office management and co-ordination.

Starting Salary: £19 – 24 OTE

Hours: Core hours are 9am-6pm