Administrative Operations Coordinator

4 weeks ago

London, United Kingdom GuildHE Full time
Position Title: Administrative Operations Coordinator

Salary Range: £25,285 - £33,348 per annum

Working Arrangement: Full-time (35 hours per week), Permanent

Pension Scheme: USS
Annual Leave: 25 days plus public holidays

Location: Hybrid working model, with opportunities for flexible arrangements

Reporting Structure: Reports to the Director of Operations and Membership

Application Process:
To submit your application, please forward your CV and a cover letter to the Director of Operations and Membership.

Purpose of the Role:
This position is essential for facilitating the smooth daily operations of the organization. The role involves assisting the Director of Operations and Membership and collaborating with the broader GuildHE team to meet organizational goals. This position is pivotal in fostering effective communication within the organization to enhance our membership services.

Key Responsibilities:
1. **Operational Support:**
- Manage the CEO's calendar and travel arrangements.
- Schedule meetings and team sessions as needed.
- Collaborate with the Director of Operations and Membership to maintain financial documentation.
- Oversee the management of inquiries directed to the info and finance inboxes, delegating tasks to team members as appropriate.
- Generate invoices for various memberships and ensure timely processing of bills.
- Provide administrative assistance for office management tasks as required.
- Support the recruitment and onboarding processes.
- Offer administrative support to a small, professional team as needed.

2. **Membership Support:**
- Assist the Senior Membership and Events Officer with GuildHE network and conference events throughout the year.
- Deliver exceptional customer service and maintain positive relationships with stakeholders.
- Coordinate travel arrangements for team members and Executive Board members as necessary.
- Aid the Senior Communications Officer with GuildHE communications, including website management and email distribution.

Additional Duties:
Adhere to GuildHE's policies and procedures and undertake any other reasonable tasks as required.

Candidate Profile:
The ideal candidate will possess experience in diary management, administration, and event support. We are seeking individuals who demonstrate the following core attributes:
- Self-motivated and well-organized with strong personal and professional skills.
- Ability to meet deadlines and prioritize tasks effectively.
- Willingness to work flexibly as needed.
- Excellent team player who thrives in a collaborative environment and can work independently.

Core Skills:
- Strong verbal and written communication skills.
- Ability to engage with a diverse range of individuals, including senior stakeholders.
- Exceptional organizational skills and attention to detail.

Preferred Experience:
- Knowledge of the higher education sector.
- Experience in event planning and execution.
- Proficiency in diary management and financial record-keeping.
- Familiarity with software applications such as MS Office, G Suite, WordPress, Mailchimp, and Xero.

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