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Administrative Assistant

2 months ago

Windsor, Windsor and Maidenhead, United Kingdom Eton College Full time

Job Summary

The Administrative Assistant will provide administrative support to the management team and head chef at Bekynton Dining Facility, under the direction of the senior administrator. The key requirement is for someone to process the daily financial paperwork, such as invoices and delivery notes, along with a host of other administrative duties.

Main Responsibilities

  • Complete daily, weekly, and monthly bookwork using Sodexo and Eton accounting/software systems
  • Process invoices in a timely and accurate manner
  • Reconcile delivery notes, credit notes, and invoices
  • Deal with invoicing queries such as short delivery or returns
  • Ensure stock sheets are up to date and accurate
  • Input manual stocktakes onto the system
  • Maintain monthly cost monitoring of nominals such as maintenance contracts and repair costs
  • Ensure compliance with all College and Sodexo policies and procedures, including health and safety, financial management, safe working practices, hygiene, cleanliness, fire, COSHH, and hazards
  • Maintain confidentiality at all times
  • Notify line manager of any discrepancies in cash reconciliation, stock levels, etc., and any other irregularities that may appear in the accounting or administration systems
  • Meet and greet visitors to the catering office
  • Order stationery and office supplies, ensuring optimum quantities of essential items are always held
  • Send maintenance requests to the Buildings department
  • Monitor toner usage in printers and order replacements as necessary; liaise with the IT department
  • Order food and drink supplies for the chefs and managers
  • Order sandwiches on behalf of the hospitality department
  • Filing and archiving
  • Collect and deliver internal post to/from the school office
  • Deal with all external post
  • Answer the telephone and deal with all Bekynton/catering queries
  • Understand other office procedures in order to provide cover, if required
  • Dedication to developing strong external relationships and networks with key stakeholders
  • Commitment to equality, diversity, and inclusion
  • Commitment to safeguarding and promoting the welfare of children
  • Undergo regular training, which may include the latest bookwork/software updates, Microsoft Office, food safety, health and safety, customer service, and safeguarding
  • Carry out any other reasonable task as directed by management
  • Commitment and promotion of equality, diversity, and inclusion
  • All positions at Eton are classed as 'regulated activity' as per the Keeping Children Safe in Education 2022 guidance, therefore a good understanding of safeguarding procedures is essential
  • Commitment to safeguarding and promoting the welfare of children, including by not limited to, completing safeguarding training as required, and ensuring any safeguarding updates issued by the College are read and understood
  • Understand and comply with procedures and legislation relating to confidentiality

Working Pattern

  • Your working hours will be 20 hours per week, Monday – Friday, 9.30am-1.30pm
  • You will be working 46 weeks per year (you will be paid over 12 months)
  • You will be entitled to 6 weeks of holiday
  • Any remaining weeks, save as outlined in your annual leave provisions, are deemed to be non-working weeks

The Ideal Candidate

  • Be literate and numerate with experience of using Microsoft Office and databases, preferably in an events context
  • Have previous experience of bookwork
  • Have strong organisational skills and be able to prioritise their own workload
  • Have excellent attention to detail
  • Be self-motivated
  • Have the desire to work using their own initiative
  • Have a flexible, positive, and proactive approach to the role
  • Be amenable and courteous
  • Show confidentiality and discretion
  • Be able to liaise effectively with a wide range of people, and to quickly develop relationships and effective networks with key stakeholders
  • Be flexible, including on hours, especially at month-end

Benefits

Eton College offers a wide range of benefits, including an 11% employer contribution to your pension (with 4.9% employee contribution), Employee Assistance Programme, enhanced Maternity/Paternity scheme, a cycle to work scheme, subsidised lunches during term time, free access to the College's sport and leisure facilities, and discounts at local retailers and businesses.