Pa/administrative Assistant

4 days ago

Cornwall, United Kingdom Genius Within CIC Full time

**This Job is Homebased with access to co-working spaces across the UK**

Job Purpose
- To ensure the Head of Occupational Delivery is well resourced
- To support the Head of Occupational Delivery to achieve on time delivery of objectives and tasks
- To collaborate and build relationships for the transparent and seamless flow of information
- To support associates and employed coaches who deliver coaching, awareness, and assessments to clients by ensuring they have the materials they need, their reports are submitted on time and in good condition and responding to/escalating day-to-day queries and complaints
- To maintain the professional profile of Genius Within
- To aid the performance and growth of the coaching service by maintaining and delivering impeccable administrative support
- To live the Genius Within values of passion, professionalism, openness, integrity, and loyalty

Main Duties and Responsibilities:

- Ensure key communications are delivered out to our network of associates and employed coaches, facilitators, and assessors in a timely manner
- Monitor adherence to Service Level Agreement (SLA) requirements for reporting accuracy and completion, chase missing information and respond to/escalate queries where necessary
- Identify geographical gaps in provision working with the Sales & Client Services Team and support to advertise vacancies as & when applicable, supporting the Head of Psychology with recruitment coordination and administration
- On-boarding and induction of new associates in terms of orientation, policies, procedures, matching to experienced staff for shadowing and any other relevant steps to ensure new joiners feel welcomed and settled in their post

Managing Performance
- Support the Head of Occupational Delivery with monthly summary report of SLAs into the Hub report
- Ensure associate network has tools and resources to deliver well, for example handouts, PowerPoint slides and up-to-date processes
- Update and improve processes and documents in line with company compliancy

Associate Support
- Create observation opportunities to monitor the associate network delivery
- Share regular updates with the Sales and Client Services team regarding allocating work, monitoring the progress of new associate coaches, up to the sign-off from initial close supervision
- Coordinate CPD under the direction of Head of Occupational Development
- Maintain regular contact with all associates, including organising an annual get-together event to promote being part of Genius Within, E.g., we would like you to contact 10 of our top delivering Associates at least every week and identify any patterns based on their feedback. Work on implementing resolutions taking onboard this feedback
- Maintain accurate records for quality assurance on coaching skills, report timing, content and database management
- Share with the Head of Occupational Delivery and the Central Hub team any observations and ideas for development of the service, using the Company’s clean feedback model
- Support the booking of CPD events and ensure associates are prepped to attend
- Set up links for video delivery, sharing files and supporting the interface between associates and clients/customers

Profile and Brand Management
- Maintain your knowledge of the business and its vision for development and growth; share observations with the Management Team of any operational risk
- Actively participate into the liaison with key clients/new business and support tender writing by providing accurate information
- Contribute and support the development of new provision by sharing observations and innovative ideas, as we grow and progress into new markets

General Responsibilities
- Maintain own CPD study and learning opportunities, to keep own knowledge fresh and relevant
- Help identify CPD opportunities for associates, including coordinating CPD events they can deliver; liaise with HR to ensure the CPD & Events calendar offers suitable learning sessions
- Ensure that all Genius Within policies, such as the Equality and Diversity, Code of Conduct, safeguarding procedures, Health and Safety and Confidentiality are fully applied at all times
- Ensure accurate and secure handling of data including DBS, case notes, and financial records, in line with Genius Within’s GDPR and IT Security Policies
- Actively participate in promoting Genius Within’s posts on our social media platforms

PA to Head of Occupational Delivery (HOD)
- To enable the HOD to deliver their work on time, prepared and organised
- Conserve HOD’s time by reading, researching, and routing correspondence.
- To keep an annual calendar of core meetings, company events.
- Meeting Ownership - coordinating internal and external diaries, minutes, arranging catering for attendees if required, actions logs for internal and external meetings. This might include:

- Booking meeting venues where required
- Attend meetings and take minutes.
- Distribute agendas/minutes/papers for me

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