Front Desk and Admin Assistant

3 weeks ago

Birmingham, United Kingdom Matrix Solutions Full time

FRONT DESK & ADMIN ASSISTANT
Scholars School System is a project of UK CURRICULUM & ACCREDITATION BODY (UKCAB, a registered charity founded in 2006) with multiple campuses across the United Kingdom including Birmingham, Manchester, London, Bradford, and Leicester.

We are looking for a Front Desk and Admin Assistant for the Birmingham branch.

Scholars School System is a national independent higher education provider, offering world-class education. Offering programmes, ranging from Foundation Year through to Level 7, delivered in partnership with institutions such as Leeds Trinity University. Over 5000 (UK and EU) learners have completed their learning journey in the last five years with the current student population being over 3000.

Our core values are very important because

1. We adhere to a consistent and shared set of values that are integral to our identity and conduct. These values help to shape our actions and contribute to the way we present ourselves.

2. We put our students and our community at the heart of all that we do.

3. We foster excellence, innovation, and creativity.

4. We celebrate diversity, inclusion, equality, and the breaking down of barriers to success.

5. We have high expectations of ourselves, our students, and our partners.

Reports to: Head of HR

Purpose

You will play a central role in administrative duties to support the day-to-day running of the University Centre by responding to inquiries, maintaining staff files and folders, and taking building rounds. You will be the first point of contact.

Main Responsibilities

1) Front Desk Duties:

- Provide professional and courteous reception services, including answering incoming calls, greeting visitors, and directing inquiries to the appropriate personnel.
- Cover the front desk during scheduled hours to ensure smooth operation of the reception area.
- Assist with the organization of meetings, including booking meeting rooms and arranging necessary facilities, including refreshments.
- Administrative Assistance:

- Provide comprehensive administrative support to ensure the efficient operation of the school system.
- Take building rounds to monitor facility conditions and report any maintenance issues to the Head of HR.
- Maintain accurate records of staff leaves, requisition forms, attendance via the VIEU system and attendance tracker, visitors sign-in, and other relevant documentation as required.
- Health and Safety Compliance:

- Ensure compliance with health and safety regulations to maintain a safe and secure environment for students, staff, and visitors.
- Take proactive measures to address health and safety concerns and report any incidents or hazards to the appropriate personnel.
- Ensure the first aid box is fully stocked and accessible for students, staff, and visitors to use.
- Student Support:

- Assist and refer students to relevant departments for inquiries, guidance, and support.
- Maintain a record of student attendance, and report leaves and absences to relevant departments.
- Register students on the VIEU system and ensure they scan in on arrival to the campus.

5) Facility Maintenance:

- Oversee cleanliness and organisation of the building, including monitoring stock levels for kitchen and toilet supplies.
- Conduct regular stock and cleaning checks and coordinate with relevant personnel to ensure they are maintained.
- Manage maintenance staff, ensure they are carrying out their duties efficiently, and keep a record of their attendance.

**Requirements**:

- Good understanding of administrative processes and practice.
- Professionalism and discretion in handling sensitive information.
- Excellent communication skills, both verbal and written.
- Strong organizational and time management abilities
- Attention to detail and accuracy in record keeping.
- Ability to work independently.
- Excellent IT skills, particularly MS Office365.
- Bachelor’s degree.
- Experience in a similar job role.

Salary and Benefits
- £23,800 per annum
- Working hours: Monday
- Friday (9 am to 6 pm)
- Holiday entitlement is 28 days annual leave plus bank holidays  
- Up to £5k annual incentives pro-rata given quarterly on meeting KPIs upon successful probation period  
- 3% annual increase per year on completion from your start date of service and on meeting KPIs 

Job Types
- Full-time, Permanent

**Job Types**: Full-time, Permanent

**Salary**: £23,800.00 per year

**Benefits**:

- Company pension
- Discounted or free food

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- No weekends

Supplemental pay types:

- Bonus scheme
- Performance bonus
- Quarterly bonus

Work Location: In person

Reference ID: SSS/FD/24

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