Office Administrator Job Description
Reports to: Deputy Manager of Learning and Skills and Head of Outreach
Location: In-office, London (N4 2TG)
Contract: Full time
Hours: Core operating hours 9am – 5pm.
About Us:
EK Outreach Services is a specialist provider of one-to-one teaching for students who are unable to access mainstream school environments due to medical, emotional, or learning difficulties. We work with students who have Special Educational Needs and Disabilities (SEND), providing individualised support to meet their specific learning needs. As a trusted SEND provider, we offer tailored educational support to help students overcome barriers to learning and achieve academic success. Our goal is to offer high-quality education, giving students the tools and confidence to succeed despite the challenges they face in traditional educational settings. Our holistic approach ensures that students receive not only academic guidance but also emotional and social support, fostering both personal and educational growth.
Role Purpose
We are seeking an experienced and professional Office Administrator to assist with the smooth running of operations within the office. This includes helping with admissions processes, attendance monitoring, front-of-house support and accurate record‑keeping. The post holder will act as support for visitors, families, and staff, assisting with front‑of‑house duties, administrative tasks, and compliance with local authority requirements. This role is key to maintaining efficient office operations and strong communication across the organisation, including supporting our Midlands and Manchester offices.
As this is an essential role to the runnings of the organisation, it is expected for the post-holder to work 5 days in-person at our London office.
Key Responsibilities
1. Administrative Support (assisting the Office Administrator):
· Assist in coordinating daily office tasks and routines.
· Help implement and maintain office policies and procedures.
· Support the management of office supplies inventory and procurement, helping to ensure adequate stock levels.
· Assist with office maintenance, including equipment, facilities, and cleanliness.
· Carry out 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 help with stationery and first aid supplies.
2. Front‑of‑House Support:
· Greet all visitors and ensure they feel welcome, maintaining a professional image at all times.
· Support the management of the reception area, answer and direct phone calls, and help process and distribute mail.
· Assist in organising and setting up internal meetings and Inset Days, including booking rooms, arranging furniture, preparing documents, and taking minutes as needed.
· Help with building security tasks, including managing keys and assisting with security coordination for events and hires.
3. Wider Administrative Support:
· Assist IT, HR, Finance and Recruitment teams with administrative tasks.
· Help maintain data security measures to protect sensitive information.
· Support the management of software licenses, subscriptions, and updates for office systems and applications.
· Assist with IT equipment, including phones and laptops, ensuring proper maintenance and repair as needed.
· Support Recruitment and HR in onboarding new employees (e.g, in-person interview coordination, preparing paperwork, organising ID passes).
· Assist in organising and coordinating events, including guest lists, invites, refreshments, signage, and logistics.
· Help with internal photoshoots and maintain the image archive.
· Format and send newsletters and manage communications for events.
· Support with examinations, including coordination of rooming, students, and access arrangements.
4. 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.
· Help 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.
5. Housekeeping:
· Maintain a clean and orderly office environment, including washing up, making tea and coffee, and assisting with weekly food shopping.
Person Specification
Essential
- Some experience in office administration, reception, or a related support role.
- Good organisational and time‑management skills, with the ability to prioritise tasks with supervision.
- Clear communication and interpersonal skills, with the ability to interact politely with visitors, staff, and external contacts.
- Proficiency in MS Office Suite (Word, Excel, Outlook) and familiarity with office productivity tools.
- Basic understanding of data security and confidentiality practices.
- Ability to work both independently and collaboratively in a fast‑paced environment.
- Flexibility to adapt to changing priorities and deadlines, particularly during exam season and summer weeks.
- Positive attitude and a willingness to contribute to a dynamic work culture.
Desirable
· Experience of working within an educational setting
· High level of integrity and confidentiality when handling sensitive information.
· Experience of communicating with varying stakeholders
Why Join EK Outreach Services?
· The opportunity to make a significant impact by providing one-to-one support to students with additional needs.
· Professional development opportunities and SEND-specific training.
· A supportive and collaborative team environment with a shared focus on student success.
· Competitive salary based on experience and qualifications.
Safeguarding Statement
At EK Outreach Services, safety is paramount. All prospective employees will undergo an enhanced background check conducted by the Disclosure & Barring Service, as required by child protection regulations. Additionally, we will request proof of your professional qualifications and references before extending any employment offers. These rigorous HR processes reflect our unwavering commitment to providing a secure learning environment for our students.
Benefits:
Work authorisation:
- United Kingdom (required)
Work Location: In person
