Overview
We are seeking a dedicated and detail-oriented Administrative Officer and PA to join our team. The successful candidate will play a crucial role in ensuring the smooth operation of our office by providing comprehensive administrative support. This position requires strong organisational skills, effective communication abilities, and a task focused mindset.
Key Purpose
. To organise and carry out administrative duties relating to the Charities operations, and to support and assist the CEO and Directors in exercising their responsibilities.
· To ensure the health, safety, safeguarding and wellbeing of learners, staff and visitors to the Centre in accordance with St Ed’s operating policies
· To support all students in achieving their potential by taking a pro-active, enthusiastic and flexible approach in accordance with St Ed’s ethos and operating procedures, policies and corporate strategy
Core Responsibilities
- Maintaining HR systems for all staff including DBS recording and HR filing.
- Data Protection Officer, guarantor of compliance with GDPR, maintaining the GDPR policy and ensuring appropriate record keeping.
- Requisitions and purchasing supplies and materials for the centre, in line with the Scheme of Delegation.
- Monitoring and record keeping for petty cash.
- Booking and monitoring staff training, including external off site training, and mandatory training, in line with KCSIE guidance.
- Monitoring and overseeing the centres generic admin email addres
- Taking minutes for meetings (including Trustee meetings and HR meetings) and circulating as required.
- Staff recruitment job adverts, inviting to interviews
- Recruitment, starter paperwork and support for volunteers
- Maintaining Service Level Agreements with schools
- Reviewing, tracking and updating policies in line with guidance from external HR support agency.
- Supporting the Fundraising Manager with grant bids as appropriate.
- Liaise with Statutory and Voluntary organisations.
- Regulatory duties including Charities Commission, ICO, Insurances.
- Gain quotes and liaise with contractors for maintenance, repairs, servicing, utilities.
- Attendance to Health and Safety meetings, and follow up with contractors for actions required
- Annual due diligence meetings for school contracts.
- · Update Medical Policy and administration of medication with relevant training.
- · Supporting finance and invoices
- · PA duties for CEO
- · Line manager to housekeeper.
- · Arranging events (Christmas party, summer BBQ, graduation)
- · Managing daily post in and out of centre.
- · Travel and accommodation bookings
- · Reception and telephone duties for the main office.
- ·Any other duties as may be reasonably requested by the Director of Pastoral and Partnerships, CEO or Trustees that you are suitably trained for and considered capable of, carrying out.
Other Responsibilities
· To ensure the health, safety and well-being of students, staff and visitors to the centre in accordance with St Ed’s operating policies
· To ensure that all staff and students are aware of and comply with St Ed’s safeguarding requirements and comply with St Ed’s safeguarding policies and practices laid down
· To contribute to the development of community projects to support student learning
· To undertake Continual Professional Development (CPD)
· Ensure that professional memberships are current and vocational specialist professional body memberships are maintained.
Other duties
The post-holder may, from time to time be required to perform other duties than those outlined in the job description. The particular duties and responsibilities attached to this post may vary from time to time without changing the general character of the duties or level of responsibility entailed. The post-holder may, at times, be required to work outside of normal office hours or at weekends. Such variations would not in themselves justify the re-evaluation of the post.
Person Specification - Essential
Must be computer literate, microsoft packages, email, use if internet
Good educational background
Driving licence
Well organised with attention to detail
Excellent communication skills
Ability to take minutes , prepare papers and write reports
Ability to work alone and self manage as necessary
Reliable and non-judgemental
A pro-active approach demonstrating drive and ambition
Team player
Open, honest and trustworthy
Desirable
Experience of working in a demanding environment
DBS Evidence checker
Police and Reference Enquiries
All appointments are made subject to satisfactory checks prior to appointment and you will be required to complete an Enhanced Disclosure and Barring Service application with evidence of identity required.
St Eds is committed to ensuring staff are appointed on the basis of merit, regardless of ethnic origin, sex or disability, sexual orientation, race, colour, nationality (within current legislation), marital status, caring or parental responsibilities, age of personal beliefs on matters such as religion and politics.
Job Types: Full-time, Permanent
Pay: £28,000.00-£30,000.00 per year
Benefits:
- Company pension
- Private medical insurance
Work Location: In person
