Administrative Support Specialist

6 days ago

York, York City, United Kingdom STEM Learning Full time

Job Summary

The Contracts and Compliance Assistant will provide high-level administrative support to the contracts and compliance teams at STEM Learning Limited. This role requires a positive and enthusiastic approach, with excellent attention to detail and the ability to prioritize tasks effectively.

Key Responsibilities

  • Provide administrative assistance and support in maintaining contracts on behalf of STEM Learning and the ENTHUSE Charitable Trust.
  • Prepare contracts using template documentation, to be approved by the Contracts Manager prior to issue.
  • Work with the Contracts Manager to manage colleagues and external parties' queries.
  • Utilize IT systems in carrying out the role, such as Signable.
  • Maintain, monitor, and update contracts documentation and records, as directed by the Contracts Manager, to ensure completeness and accessibility for relevant colleagues.
  • Monitor and respond to routine queries to the Contracts and Compliance Teams and escalate non-routine matters as required.
  • Work with the Compliance Manager to produce and manage a comprehensive package of staff training and communications related to a range of policies.
  • Ensure that the latest version of the Contracts and Compliance policies, information, and guidance is up to date on STEM Learning's internal folders.
  • Assist the Compliance Manager with monitoring, providing signposting, and escalation for Data Security queries, as directed by the Compliance Manager.
  • Assist the Compliance Manager with monitoring and dealing with data or information security incidents, as directed by the Compliance Manager.
  • Assist with the administration of the information security management system, and its associated internal audit programme.
  • Provide a courteous and prompt point of contact and signposting for both internal and external enquiries.
  • Ensure tasks are carried out in a timely, accurate, and effective manner.
  • The ability to prioritize workload.
  • Engage in learning and development activities appropriate to the skills and competences required to fulfill the position.
  • Any other tasks as reasonably required by the Contracts Manager.

Key Challenges

  • Time management and dealing with competing priorities and pressures – ability to manage own workload.
  • Ability to communicate clearly and collaborate effectively with colleagues to maximize outcomes.
  • Working autonomously as required.
  • Resilient and adaptable to changing priorities and business requirements.
  • Ability to implement changes to existing processes, as directed by the Contracts Manager or Compliance Manager.

Requirements

  • Excellent communication skills with colleagues and external parties.
  • A high level of attention to detail while working to deadlines and managing a varied workload.
  • Good time management and the ability to prioritize tasks.
  • Experience of working remotely from a wider team using your own initiative.
  • Excellent written and oral communication skills, with an ability to interact effectively with a wide range of internal and external stakeholders.
  • Experience of working in contracts and compliance would be desirable but is not essential, as full training can be provided.
  • A proactive, positive, and enthusiastic manner and the enthusiasm to develop the role.
  • Advanced IT skills across standard administrative IT packages (e.g., Microsoft Office) and a willingness to embrace new technologies.
  • Excellent organizational skills.
  • A minimum of 2 years' experience working in a fast-paced and varied administrative (or similar) environment.
  • A basic knowledge of data protection and information security is desirable but not essential as full training will be provided.

About STEM Learning

STEM Learning is a key UK resource for supporting STEM teaching and learning through provision of resources, online and physical networking, and communities, and partnership with a wide range of organizations and individuals. This includes driving forward ongoing development of the STEM Ambassadors and STEM Clubs programmes alongside subject-specific support for all involved in teaching STEM subjects to young people.

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