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Administrator

2 months ago

North Kensington, United Kingdom Hire Society Recruitment ltd Full time
Role: Administrator
Location: Kensington
Type: Temporary
Days/Hours: 35hrs per week, Monday to Friday, 9.30am and 5.30pm with an hour each day for lunch
Rate: £15.00p/h, depending on experience
Purpose of the Administrator role:
The Administrative Assistant is a member of a small team and, whilst the role will be managed by, and work directly to, the PA to the President & Vice-Chancellor, emphasis is placed on teamwork and it is expected that the postholder will work flexibly and proactively to assist colleagues according to the demands of fluctuating workloads.
This post would suit someone who has office experience and who would like to pursue a career in university administration, working in a dynamic and challenging environment supporting the senior management of a world class academic institution.
The work is fast paced and high in volume and it is essential that the postholder has the ability to manage their own workload with minimum supervision. The post holder will also liaise with a wide range of people, both across the College and externally, and it is essential that they possess good interpersonal and diplomatic skills to represent the President & Vice-Chancellor’s Office in a professional and courteous manner. The successful candidate will be a customer-focused individual capable of working with all levels of people, and organisations (nationally and internationally) of considerable reputation and influence.
The President & Vice-Chancellor’s Office team works closely together to provide comprehensive, confidential administrative support. Teamwork is essential and all members of the team need to adopt a flexible approach to their work and be able to switch readily between tasks.
Main duties & responsibilities of the Administrator:
* Assist the PA in supporting the President & Vice-Chancellor, including diary management, arranging meetings and travel as and when required.
* Provide PA and administrative support for the Chief Operating Officer and other members of the senior team (diary management, arranging and supporting meetings, other administrative tasks as required).
* Working with the Business Operations Manager to perform College-wide secretariat and clerking for at least 3 committee including the fortnightly Professional Services Group (PSG) and the termly Equality, Diversity & Inclusion (EDI) Committee, and Health, Safety & Wellbeing Committee (HSWC) including the preparation of agendas, coordination of papers, taking minutes and following up on actions.
* Working with the Governance Officer and Assistant Registrar (Assessments and Visa Compliance), provide assistance for Council and its Committee meetings and events, including room bookings, catering orders and AV; also support the College annual Honours and Convocation process by circulating of nomination forms and monitoring responses, and preparing letters to nominees from the Vice-Chancellor.
* Maintain electronic and hard-copy record systems, including use of the College’s CRM system.
* Process expense claims, credit card statements, purchase orders and payments for the President & Vice-Chancellor's Office in accordance with the College’s financial regulations.
* Manage the President & Vice-Chancellor's Office inbox. Answer e-mail, telephone and visitor enquiries in a professional and courteous manner, referring queries to other members of the team as appropriate and dealing with any unforeseen problems and circumstances in a calm, efficient and diplomatic manner.
* Assist the Business Operations Manager with the process for securing authorised signatures and recording and storing contracts.
* Assist with arrangements for College events as and when required (such as: Convocation, tours organised by the Advancement & Alumni Relations Office, Away Days etc). Greet and welcome internal and external visitors and escort them from reception to meeting rooms, offering and providing refreshments when appropriate.
* Assist with the creation of PowerPoint presentations and high-quality documents, often containing graphics.
* Develop positive relationships with key internal and external stakeholders to ensure the smooth and effective running of the President & Vice-Chancellor's Office.
* Develop own professional administrative and technical skills, and proactively gather knowledge and best practice, through practical experience and networking with colleagues
* Carry out any other duties which are requested by the PA to the President & Vice-Chancellor and are commensurate with the grade of this post, including providing administrative support and cover for the day to day operation of the President & Vice-Chancellor’s Office.
The ideal Administrator will have:
* Proven track record of relevant administrative work experience in a busy customer focused environment.
* Demonstrable experience of using productivity suites, Customer Relationship Management (CRM) databases, such as Raiser’s Edge, and a financial management system, such as Agresso.
* Demonstrable experience of planning itineraries, and managing complex diary commitments for senior staff, using electronic calendars.
* Excellent interpersonal skills, with the ability to communicate effectively, both verbally and in writing and to a high level of accuracy and attention to detail, at all levels within the College.
* Numerate and comfortable working with figures to a high standard of accuracy
* Ability to manage and prioritise a demanding workload whilst retaining excellent customer service standards.
* Ability to react positively to frequently changing priorities and deadlines, and deal with unforeseen problems and circumstances.
* Proven ability to use initiative, multi-task and work both individually and as part of a team.
* Experience of handling difficult and sensitive situations, recognising confidential issues and dealing with them appropriately and with discretion.
* Self-motivated, demonstrated through drive to meet challenges and progress own professional development