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Senior Administrator

3 months ago

Nottingham, Nottingham, United Kingdom Archway Learning Trust Full time

SPECIFIC RESPONSIBILITIES

Educational Visit Coordinator (EVC)

  • Responsible for the academy visits administration including assisting with the planning, collection of paperwork, the booking of venues, buses and administering and the risk assessment process in liaison with the visit leader ensuring best value, seeking advice on insurance and financial risks from the Trust finance specialists;
  • Responsible for the EVOLVE or equivalent system, ensuring information is uploaded timely and information is maintained and managed appropriately;
  • Responsible for working with the Local Authority Officer as part of the Education visit legislation to approve activities and ensuring the safety and quality of offsite activities;
  • Acquire and maintain uptodate knowledge of, legal and health and safety compliance and any changes which occur within the Education visit field;
  • Set up payment methods on the Academy's electronic payment system, agreeing payment plans where appropriate and monitor and track payments, regularly chasing outstanding payments;

Reprographics

  • Daily line management of the Reprographics service (1 Reprographics Technician and 1 Reprographics Assistant).
  • Monitoring of workloads and allocation of tasks where appropriate.
  • Ensure that departmental recharges are correct and prompt.
  • Monitor stock levels and ensure best value is achieved from purchasing.
  • Develop internal communications design service.

Lettings Administration

  • Maintain the database of customer information including the online lettings platform.
  • Liaise with hirers and provide tours of the facilities to prospective customers.
  • Maintain a customer focussed approach to lettings
  • Build and maintain professional relationships with lettings customers including regular feedback meetings in conjunction with the Academy Manager.
  • Provide quotations in accordance with the lettings policy and produce correspondences.
  • Ensure hirers have adequate insurance cover in place.
  • Create and maintain an accurate record of feedback from colleagues regarding issues arising from lettings and suggest solutions
  • Maintain an efficient schedule of lettings
  • Seek new opportunities for revenue generation from current customers, identify opportunities for future expansion and follow up on leads
  • Promote and market available facilities to maximise potential income.
  • Ensure all relevant finance processes in relation to lettings are strictly adhered to

Marketing and Communications

  • Lead on website design and content updates, including providing comments for improvement where applicable.
  • Responsibility of the Academy's social media platforms, ensuring items are promoted accordingly using own initiative.
  • Leading on Student Consent, ensuring it is recorded appropriately, providing information or where consent has been given and gaining consent where required.

General Administration

  • Work cooperatively as part of the Academy administrative team, covering absence, vacancies and supporting colleagues at times of heavy workload.
  • Assist in the overseeing the day to day workload of the administration team, identifying priorities and deadlines in line with agreed office procedures;
  • Contribute to the planning, development and organisation of office systems/procedures;
  • Deputise in the absence of the Office Manager;
  • Provide first aid assistance to staff, students and visitors;
  • Undertaking any other duties which may reasonably be regarded as within the nature of the duties and responsibilities/grade of the post as defined.