Senior Administrator

3 weeks ago

London, United Kingdom PA Training Full time

**About us.**

PA Training is a leading centre for journalism, communications, media, and content training. At PA Training we teach what we know best: news and news-based communication[VF1], writing and editing, and digital storytelling across multiple platforms.

We help organisations from the media industries and beyond to develop their people to their full potential. Our expert trainers rely on brilliant administrative support to do their best work, while for clients, delegates, apprentices, and students our administrative team sets the tone for their experience with PA Media Academy.

PA Training is a friendly, collaborative team with strong purpose and a cheerful, supportive approach to work and each other. We work from our busy Cannon Street office where the majority of training is delivered in-person.

**Please note: This role is onsite.**

**About the role.**

You'll play a pivotal role in ensuring the efficient functioning of our training centre and supporting various administrative needs.

You'll oversee a range of responsibilities, from managing contracts and paperwork to facilitating client management and invoicing processes. Additionally, you'll play a key role in exam invigilation, internal relationship management, and serving as a central point of contact for IT and facilities teams to ensure smooth operations.

**Key Responsibilities.**

Contracts and Paperwork
- Support the MD with administration Short Courses Manager in replying to short delegate enquiries and sending out and filing paperwork and contracting documents.
- Support the Diploma Course Leader in sending and filing paperwork to NCTJ Diploma students and managing payment of deposits and fees.
- Support the Apprentice Training Manager sending and cataloguing paperwork and contracting documents to partner employers, ensuring timetables and progress review dates are clearly communicated.

Client Management
- Funnel inbound enquiries to the correct team and follow up directly with enquiries where more clarity is required.
- Support the Short Courses Manager in communicating with delegates - leading on communications where necessary.
- Welcome Short Course delegates warmly, either online or in person, and ensure courses run smoothly and professionally. Send out remote links for training in good time.

Invoicing
- Act as PA Media Academy’s Salesforce lead, building strong relationships with finance teams and processing all invoices in good time.
- Work with finance teams to chase any outstanding invoices or process any payments as necessary.

Document Management
- Maintain central files and SharePoint sites, keeping them updated and organised.
- Support the MD and others in producing the PA Media Academy timetable and ensuring it is updated and communicated effectively.

Exams
- Invigilate exams where required.

Management and Internal Relationships
- Manage the Administrator and Exams officer.
- Own the relationship with IT particularly around student laptops and exams, supporting and empowering the Administration and Exams Officer to ensure the smooth running of the centre.
- Own the relationship with facilities particularly around start of term and exams supporting and empowering the Administration and Exams Officer to ensure the smooth running of the centre.

**Who you are.**
- Strong attention to detail is paramount, with the ability to spot and rectify mistakes even under pressure, while also being adaptable and capable of smoothly navigating changes in direction.
- Desirable skills include experience with Salesforce, Familiarity with SharePoint, and a solid understanding of best practices in its usage are advantageous, as is experience with BUD apprenticeship management information software.

**What we offer.**
- 25 days holiday and a holiday purchase scheme
- Wellbeing day (1 annually)
- Paid Volunteering Day (1 annually)
- Enhanced pay for maternity, paternity, and adoption leave
- Perkbox membership
- BUPA Health Cash Plan
- Life Assurance (4x salary)
- Employee Assistance Programme

**Inclusion**

We are working hard to ensure we provide an inclusive environment and as well as your skills and experience we are also focused on who you are and what else you can bring.

We recognise the importance of a healthy work life balance and positively encourage agile working. We are always open to discuss an individual’s flexible working needs so please speak to us during the recruitment process to understand what this could look like for you. We will do everything we can to support you.

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