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Administration Assistant

2 months ago

Harrow, United Kingdom London Wellness Academy Full time

Department:               Administration/Recruitment


Below covers everything you need to know about what this opportunity entails, as well as what is expected from applicants.

Location:                     The Lodge, 92 Uxbridge Road, Harrow Weald, Middlesex, HA3 6DQ

Working hours:            9:00am to 5:30pm - Monday to Friday

Report to:                    Systems Administration Manager and Recruitment Manager

Work in conjunction with:

Personnel / Operations department and all other departments of London Wellness Academy, as well as LWA Transocean in the US.

Main purpose of the Job:

Responsible for the successful maintaining and updating of LWA Training in-house databases (BOS) in an accurate manner, delivering all management reports to tight deadlines. Ensuring the smooth running of all elements of administration and the provision of excellent customer service for all customers.

Responsible for the processing of all new and successful EU candidates, ensuring that all paperwork is receive and managed within the required times scales.

Key Responsibilities:

  • Once a set of interviews is completed, the Recruitment manager will send the successful candidates individual files to you via Dropbox. These new recruits will then need to be added to Recruitment Managers staff lists.
  • Post-interview documentation to be loaded onto STR main file for scanning.
  • Staff lists need to be sent to Administration team in SA to obtain training dates.
  • All Interview files to be uploaded to STR scanning for the SA Administration team.
  • To communicate effectively with all candidates prior to their start date, ensuring all correct documentation is on file at least 2 weeks prior to their training dates.
  • Send VISA and Samsa documents in timely manner
  • Send starter packs to all new candidates
  • Inform new recruits of their training dates
  • Assisting Recruits with Accommodation and flights – as and when required
  • ALL forms must be signed and dated by the appropriate student in a timely manner.
  • Manage all verbal and written communication at all levels via phone, email and written correspondence.
  • Participate in team meetings to discuss developments, ideas, problems and concerns, past and present, for the proper functioning of the Recruitment department.
  • Provide effective team communication at all times due to the crossover of information between roles.
  • To exceed the expectations of our colleagues providing accurate management information.
  • Respond to ad hoc queries and requests by employees, management or externally in a timely, professional and courteous manner.
  • Provide support to the Recruitment Manager.
  • Complete monthly reports as per the Head of Recruitment
  • Ensure filing systems are accurately maintained and up to date at all times.
  • Ensure all STR back log is cleared prior to annual Audits in August.
  • The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.
  • To communicate effectively with all students prior to their start date, confirming training dates and accommodation details.
  • Responsible for booking accommodation for new students.
  • Plan and deliver new student inductions using power point, to be conducted in a professional and informative manner, as well as being enjoyable.
  • Responsible for each student holding a valid medical, qualifications or certificates, visa’s and passports enabling them to work on board a cruise ship.
  • ALL forms must be signed and dated by the appropriate student in a timely manner.
  • Ensure manual student files are kept tidy and updated with all relevant paperwork filed promptly.
  • Ensure all students receive the correct uniforms for their vessels.
  • Provide accurate and timely upkeep of the BOS In-house Database, ensuring ALL information relating to students is uploaded onto system and maintained to a high level of accuracy.
  • Maintain and update all ‘Bible’ information onto the BOS.
  • Provide verbal and written communication at all levels via phone, email and written correspondence.
  • Responsible for overseeing the maintenance and stock levels of uniforms, assisting in quarterly stock checks and reporting findings to the Systems Administration Manager.
  • Participate in team meetings to discuss developments, ideas, problems and concerns, past and present, for the proper functioning of the Administration department.
  • Provide effective team communication at all times due to the crossover of information between roles.
  • To exceed the expectations of our colleagues providing accurate management information.
  • Respond to ad hoc queries and requests by employees, management or externally in a timely, professional and courteous manner.

General administrational duties

  • Carry out photocopying requests, which shall include large volumes, manuals, etc.
  • Ensure filing systems are accurately maintained and up to date at all times.
  • To carry out some manual handling, such as deliveries of uniforms, products, stationery, etc.
  • Ensure all public areas are clear and tidy. Deliveries to be placed in allocated locations, not blocking any fire exits or walk ways, and that the appropriate person the delivery is for is informed quickly in order for the delivery to be collected.

Standard Responsibilities:

  • To work as a team with other individuals and colleagues in the Company - sharing knowledge when appropriate, helping colleagues and promoting a spirit of mutual respect and support.
  • Understand and abide by Company and departmental rules, policies and procedures.
  • To carry out other duties as so requested by management at time to time.