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Administrative Support Specialist

2 months ago

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

About the Role

Eton College is seeking a highly organized and detail-oriented Administrative Assistant to provide administrative support to the management team and head chef. The successful candidate will be responsible for processing daily financial paperwork, including invoices and delivery notes, as well as performing a range of administrative duties.

Main Responsibilities

  • Process daily financial paperwork, including invoices and delivery notes, 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, and safe working practices
  • Maintain confidentiality at all times
  • Notify line manager of any discrepancies in cash reconciliation, stock levels, etc.
  • 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
  • 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

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 entitled to 6 weeks of holiday

Requirements

  • Literate and numerate with experience of using Microsoft Office and databases, preferably in an events context
  • Previous experience of bookwork
  • Strong organizational skills and ability to prioritize workload
  • Excellent attention to detail
  • Self-motivated
  • Ability to work using own initiative
  • Flexible, positive, and proactive approach to the role
  • Amenable and courteous
  • Confidentiality and discretion
  • Ability to liaise effectively with a wide range of people

About Eton College

Eton College offers a wide range of benefits, including an 11% employer contribution to your pension, Employee Assistance Programme, enhanced Maternity / Paternity scheme, 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.