Team Administrator
3 months ago
As the Team Administrator, you will be working as part of the small but highly impactful Bridges Self-Management team and will provide high quality customer support to everybody that engages with our services. You’ll be providing administrative support to the team, including playing an active role in our workshop planning and delivery, being a first point of call for all enquiries, supporting with our invoicing and payments processes, developing and maintaining our CRM, as well as continually adapting to competing priorities in a fast-paced organisation that is working on some exciting, large-scale projects across the healthcare sector.
Our office is at St George’s University of London in Tooting, and we ask that the post-holder can attend the office at least twice a week.
**Key Responsibilities**
**Workshop Planning and Delivery Support**
- Ensure our customers and workshop attendees have a brilliant experience of Bridges from start to finish, maintaining high standards of customer service and attention to detail throughout every communication.
- Be the first point of call for all new customer enquiries and all workshop and training queries, which includes responding to enquiries quickly, recording key information and passing all details on to relevant people within the team.
- Play a central part in our workshop planning process, including setting up all virtual workshops using Outlook, Teams and Zoom, liaising with external managers on attendee lists, collating all pre-course information and ensuring facilitators are booked and have all the information they need to deliver high-quality courses.
- Ensure all orders of Bridges Books are recorded, packaged and dispatched in a timely and cost-effective manner, and maintain a stock record to ensure we can order new stock when required.
- Once workshops are underway, monitor workshop attendance, proactively flagging any issues or concerns, and be available prior to workshops in case of any technical difficulties for facilitators or participants.
- When workshops have completed, work with the Learning and Development Lead to collate pre
- and post
- workshop survey data, and create Impact Reports in Canva, to be sent to Team Leads.
- Actively support Champions to transition to our Sustainability Support services, ensuring they can access our Community of Practice (an online platform) and receive invites to all our Sustainability Events.
- Support the Head of Operations with regular scheduling of content on social media including Twitter and LinkedIn to promote the Bridges training and services.
**Record Keeping and Information**
- Support the Head of Operations with the development and implementation of a CRM (Customer Relationship Management system) across the organisation.
- Maintain accurate and detailed customer records on the CRM, and run regular data audits, ensuring the CRM remains up to date.
- Support and develop the whole Bridges team to use the CRM effectively, ensuring all data remains accurate.
- Generate reports from the CRM as needed
- Ensure we work within the confines of Data Protection Regulations.
**Research and Co-Design Projects Support**
- Provide ad hoc administrative support to team members working on research and co-design projects, including setting up Zoom meetings, regularly mailing out research materials, and supporting with minute taking and record keeping of key project meetings and functions.
- Support with organising events that may happen in person or online.
**Finance**
- Support the Head of Operations with our accounts payable function, including the monthly payment run, involving tracking, checking and recording all supplier invoices and ensuring all receipts and invoices are logged on Xero for reconciliation.
- Conduct quality control checks on invoices and payments for our Facilitators and Associates.
- Support the Head of Operations with our accounts receivable function, including raising invoices for customers, including tracking and logging Purchase Order numbers, raising the invoice and monitoring payments to ensure they are received within our terms.
**Team Administration and Office Management**
- Take notes, minutes and identify action points at weekly and 6-weekly team meetings, and at key meetings for the Chief Executive and Head of Operations.
- Support the Chief Executive and Head of Operations with the preparation of board packs and management of calendars for quarterly Board Meetings.
- Undertake travel bookings for staff.
- Manage Bridges’ office space, ensuring the provision of stationery supplies, maintaining the office printer and liaising with the IT support provider to ensure efficient Wi-Fi.
- Collect post from Site Services on a weekly basis and scan in all post for digital records, to ensure we remain as paper-free as possible.
- Provide administrative support to Bridges team where needed.
**General Responsibilities (applicable to all staff)**
- Work within Bridges’ policies and procedu
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