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Administrative Support Specialist
3 months ago
Overview: An exciting opportunity has emerged at Eton - Teacheroo for an Administrative Support Specialist who will assist the Summer Schools and Lettings teams with various daily administrative functions. The Summer Schools Department oversees the management and execution of both international and local Summer School programs, which take place annually during the summer holidays. Additionally, the Facilities Lettings office manages all external engagements concerning school facilities.
Main Responsibilities:
In relation to Summer Schools:
- Oversee the marketing efforts and student allocations for Rowing Courses;
- Assist in gathering student information for both Residential and Non-Residential Courses;
- Communicate with partner schools regarding student applications;
- Coordinate bookings for visits and excursions to various attractions;
- Prepare staff briefing documents for all summer school activities;
- Organize student room assignments in boarding facilities;
- Support catering arrangements throughout the 6-week summer school period;
- Manage the ordering of branded clothing for students and staff;
- Engage with parents, Eton staff, and external suppliers;
- Assist with the reconciliation of Petty Cash at the conclusion of the Summer Schools;
- Handle extensive telephone communications and email correspondence;
- Scan and file documents electronically in accordance with established systems;
- Maintain physical document filing;
- Take minutes as required;
- Participate in relevant in-house training related to the role and adhere to health and safety guidelines.
In relation to Facility Lettings:
- Manage swimming and tennis permit allocations, liaising with both internal and external clients;
- Input data for the Primary School Swimming Programme;
- Raise repair requests through the appropriate systems as needed;
- Coordinate visitor scheduling and access arrangements;
- Take minutes for various departmental meetings;
- Handle daily departmental mail following established procedures;
- Manage refreshments and cleaning supplies to ensure consistent availability;
- Allocate visitor parking as necessary;
- Undertake additional duties or projects to facilitate the smooth operation of the department.
In relation to safeguarding:
- Commit to promoting equality, diversity, and inclusion;
- Possess a solid understanding of safeguarding procedures, as all positions at Eton are classified as 'regulated activity';
- Demonstrate a commitment to safeguarding and promoting the welfare of children, including completing required training and staying updated on safeguarding policies;
- Understand and comply with confidentiality procedures and legislation.
Working Pattern:
Hours of Work: The successful candidate will be expected to work 35 hours per week, Monday to Friday, from 09:00 AM to 5:00 PM, with a 1-hour unpaid lunch break. During the operational period of the summer schools, there may be a requirement to work on weekends.
Holiday: The role includes 21 days of paid holiday per year, in addition to paid bank holidays. If a bank holiday occurs during term time, the candidate may be required to work, with a day off in lieu provided later. Annual leave cannot be taken during the 6-week operational period of the Summer School.
Ideal Candidate:
The ideal candidate will possess:
- Prior experience in a similar administrative role;
- Intermediate proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel;
- Experience in taking accurate meeting minutes;
- Proficiency in design software such as Adobe InDesign or Canva;
- Exceptional organizational skills with the ability to prioritize tasks effectively;
- Strong attention to detail and accuracy;
- The ability to maintain confidentiality and professionalism;
- Excellent written and verbal communication skills;
- A friendly and courteous telephone manner;
- The flexibility to work collaboratively as part of a team while also demonstrating self-motivation;
- Experience in an events environment is a plus;
- An appreciation for the school's traditions and history is desirable.
Additional Qualities:
- A positive and proactive attitude;
- A flexible approach to work responsibilities.
Package Description:
Eton - Teacheroo offers a comprehensive benefits package, including an 11% employer contribution to your pension (with a 4.9% employee contribution), an Employee Assistance Programme, enhanced maternity/paternity benefits, a cycle-to-work scheme, subsidized meals during term time, and free or discounted access to the College's sports and leisure facilities.
