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Scheduling Administrator

3 months ago

Harrow, United Kingdom London Wellness Academy Full time

Job Title: Scheduling Administrator

Department: London Wellness Academy

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

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

Work in conjunction with: Operations department and all other departments of London Wellness Academy, as well as OneSpaWorld in the US.

Main purpose of the Job: Preparing crew for cruise ships.

Key Responsibilities:

- Prepare medicals for all new hire staff going to ships with the correct paperwork
- Checking correct vaccinations are arranged based on nationality and Cruise Line
- Preparing packages for detail and making sure they have all the components before leaving.
- Reconcile the Operations Department Petty Cash tin
- To work as a team with the 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.
- Adding all placement updates to spreadsheet
- Preparing and requesting their upgrades/Vaccine requirements and co-ordinating with Doctor or Clinic
- Preparing medicals for details day
- Adding and regularly updating Vessel requirements list
- Booking STCW and hotel in various global locations
- Sending Cruise line documents to Agents for registering staff
- To carry out other duties as so requested by management

PERSON SPECIFICATION

Qualifications:

- GCSEs in Maths and English grades A-C or equivalent

Previous Experience and Knowledge:

- Experience within an administrative role
- General computer literacy in Microsoft Word, Excel and Outlook
- Knowledge of London Wellness Academy and Company philosophy*

*Training provided

Aptitudes:

- Ability to maintain positive relationships.
- Co-operation: ability to build relationships to support team members, share resources and knowledge and collaborate with others to achieve goals.
- Communication: ability to convey information clearly and concisely both in person, via correspondence and over the phone, and express oneself well and professionally and listen to others and ensure understanding of information.
- Flexibility: ability to adjust to work processes or procedures, adapt to others and work effectively and in a positive manner when under pressure or in ambiguous situations.
- Organising: ability to manage your time, handle multiple activities, establish priorities, meet deadlines, deal with distractions and interruptions and overall work efficiently and effectively.
- Precision: ability to pay close attention to detail, write clearly and legibly, acceptable standards appropriate to the position in English and Math, and have an appropriate and acceptable level of record-keeping and routine paperwork.
- Dependability: to have excellent timekeeping and attendance, and ability to understand the importance of information and activities that are confidential to the Company.
- Decisiveness: ability to make sound decisions without hesitancy and respond with confidence to challenges from others.
- Decision-making: ability to make logical and sound decisions based on careful consideration of alternative courses of action.
- Analytical thinking: ability to analyse and understand information to draw conclusions.
- Customer enthusiasm: ability to determine and address customer needs, seek feedback regarding level of service and satisfaction and continually strive to exceed customer expectations.
- Business relationships: ability to create business opportunities by promoting beneficial business relationships.

Attributes:

- Self-motivated, enthusiastic and positive approach about their career
- High personal standards and values
- Proactive and assertive attitude
- Dynamic both personally and professionally
- Smart and professional appearance
- Friendly and gracious attitude towards management, staff and customers
- Ability to empathize with customers and have a high standard of etiquette
- Open to continuous learning by improving performance by increasing own efficiency, initiate courses of action and willingly take on new responsibilities

**Job Types**: Full-time, Temp to perm
Contract length: 12 months

**Salary**: £24,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Employee discount
- On-site parking
- Referral programme
- Work from home

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Administration: 2 years (required)

**Language**:

- English (required)
- any other languages (preferred)

Work Location: In person

Application deadline: 14/03/2024
Reference ID: SA03/2024
Expected start date: 18/03/2024