Receptionist & Facilities Administrator

7 months ago

Westminster, United Kingdom Ada, the National College for Digital Skills Full time

**Hours**:08:00 - 16:30

**Role type**: This is an in-person, permanent, full-time role

**Holidays**: 25 days pro rata to be taken during Sixth Form holidays or other quiet periods

**Selection process**: Interview with the Director of Operations and Senior Executive Administrator and Front of House and a task-based exercise relevant to the role.

**Welcome to Ada**

At Ada our mission is to educate and empower the next generation of diverse digital talent. We are a ground-breaking college working closely with industry to design and deliver an education that supports our students, especially those from disadvantaged backgrounds and young women, into highly skilled digital roles and to lead flourishing lives more broadly.

The College has grown quickly since opening in September 2016 and we now have campuses in London and Manchester. This is an exciting time to join Ada as we have just moved into a state-of-the-art campus located just a few minutes walk from Victoria station.

**Job Purpose**

To provide Reception and Administration support. This involves liaising with visitors, learners, parents, teachers and all other members of staff. To help provide a welcoming, safe and secure environment for all our stakeholders.

**Main duties and responsibilities**

**Reception**
- Work with the Senior Front of House and Administrator to maintain reception cover for core College hours when the building is open including lunch breaks, sickness and leave
- Answer the reception phone and divert or filter calls, or take messages as required
- Welcome and sign in visitors and issue the correct lanyards and sign in any students or staff that have forgotten their ID pass
- Direct visitors and learners to the right rooms and assist with enquiries from learners and members of the public
- Print ID passes for new staff and new learners and provide replacements if lost
- Be proactive in the safeguarding of all people in the building, following college Safeguarding policies and procedures, reporting concerns according to the college’s procedures including any urgent concerns to the Designated Safeguarding Lead immediately.
- Receive deliveries and post and distribute/ inform relevant person

**Administration**
- Monitor mailboxes, including reception and info, dealing with enquiries and filtering as necessary
- Order stationery and printer paper and other items requested by staff
- Support the organisation of internal and external College events including all-staff days
- Provide ad-hoc admin support to other teams for example arranging meetings, ordering supplies, catering and refreshments, attendance lists, posting and mail outs
- Raise Purchase Orders
- Issue petty cash to staff when requested - keeping an up-to-date record and receipts
- Book travel/accommodation for staff members for work trips
- Book rooms for learners and manage bookings for staff and Board Members
- Manage tea/coffee clubs and ensure supplies
- In absence of Senior Administrator, support members of the leadership team to arrange meetings/diaries or any other support needed and requested
- Support the Senior Administrator with any other admin tasks as and when requested

**Facilities support**
- Assist the Facilities Manager with room preparation requests for college events such as assemblies, meetings and events and ensure that they are actioned in a timely manner.
- Manage the College’s lockers and lockable cupboards - issuing new keys and replacement keys and tracking who has the key to each locker/cupboard
- Deal with venue hire queries and update the venue hire calendar when booked
- Report site issues promptly to the Facilities Manager/cleaning team
- Support fire drills and evacuations by using visitor sign in and access control systems to account for all people in the building
- Support facilities manager with fire alarm testing in absence of Senior Administrator

**Other Requirements**:

- Passion for Ada’s mission and in particular working with young people and adults to help improve their life chances
- A commitment to making on-going improvements in the role and in your own personal development
- Prepared to challenge others in the workplace to make tangible improvements to Safeguarding and prepared to tackle difficult issues, confront individuals if necessary in order to promote best practice
- A willingness to work flexibly and, on occasion, where necessary, outside of normal working hours including weekends
- Suitable to work with young people and vulnerable adults in accordance with Government guidelines for safeguarding.

Duties and responsibilities of the post may change over time as requirements and circumstances change.

**Person Specification**

**We are looking for someone who can demonstrate the following desired qualifications and experience, qualities and skills**:

- At least two years relevant prior experience
- Excellent written and verbal communication skills in English
- Ability to establish and maintain positive rela

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