Administrative Assistant

Join to apply for the Administrative Assistant role at St Andrew's College Language SchoolsAll our Administrative Assistant roles have been filled for summer 2025. Please check later for information about recruitment for Summer School 2026.Total Salary£578.95 per week (including holiday pay)Accommodation IncludedDuration: Summer 2025Reports to: The Director of Studies/Academic Manager + Centre ManagerEssential RequirementsGood National 5/Standard Grade (GCSE) in English.Up-to-date knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook.Working knowledge of the activities of the company as relevant to the role.Understanding of Company policies and procedures relevant to the role.Excellent oral and written communication skills, including tact, diplomacy and discretion.Outstanding interpersonal skills with confidence to deal in a courteous manner with people at all levels within and out with the Company.Highly proficient in the use of Outlook, Word, Excel and other standard IT packages.Ability to plan and prioritise own workload effectively.Proactive approach to problem solving.Ability to work accurately and with attention to detail.Desirable RequirementsExperience of using Google Workspace: Drive, Sheets, Docs, Forms, Slides.Experience of working under pressure with tight deadlines.Previous Summer School Experience.Job OverviewThe Admin Assistant is responsible for a variety of administrative and clerical tasks to support our summer campus managers and employees, assisting in daily office needs and managing our company’s general administrative activities.Working hours are spread over a 42-hour working week. Working hours may vary according to the needs of the campus; your working week will be 5 or 6 days and will include a Saturday (at a 6-day campus).Role ResponsibilitiesProvide essential administrative support to the Academic team, overseeing the organisation and maintenance of office records and reporting mechanisms across spreadsheets, databases, network storage and filing systems.Assist the non‑academic team members with the maintenance of office records, databases and filing systems.Act as liaison between the academic and non‑academic teams to ensure accurate information is handled across the centre.With the other members of the on‑campus team, ensuring that a high‑quality, collegiate programme is delivered, following our guidelines, integrating lessons and activities where possible.Assist with the student orientation and induction, including ensuring that each student has relevant information, keys, a lanyard, and ID badges on arrival.Assist the Director of Studies (DoS) with the use of the Google Drive to record, organise and manage the academic programme, including the classing of students, allocation of classes and classrooms, creation of class lists, registers and communication with teachers and Senior Management Team.Use the Master Spreadsheet to record and organise student data and information and plan and process intakes.Assist creation of class lists and class registers of no more than 18 students from the results of the Placement Test, taking into consideration age, level of English, multinational mix, and continuity.Assist the DoS liaising with group leaders to approve class lists.Assist the DoS with maintaining accurate, daily class lists and oversee the accurate keeping of classroom registers.Assist the DoS to ensure names for certificates are accurate by checking in advance of printing with group leaders.Assist the DoS to print, in advance, and distribute the students’ certificates, as directed.Where directed, send back‑up PDF versions of certificates to group leaders/agents.Assist the DoS with completing documentation and proper student records as required.Keep the provided resources well organised and inventoried, following company guidelines.Assist the DoS with maintaining accurate staff records, in accordance with company guidelines.Assist the DoS with accurate and up to date staff rotas/timetables.Assist the DoS with staff personnel files as requested and maintain their confidentiality.Assist the DoS with accurate weekly record of staff hours.Assist the DoS with the scheduling of observation sessions.Assist to process expense claims for the campus team in accordance with organisational guidelines and timelines.Assist with the keeping of accurate rooming lists and fire drills on a regular basis.Assist with the daily log of First Aid issues, incidents/accidents, activities, and actions taken.Assist with the maintenance of attendance registers for lessons and activities.Distribute the feedback questionnaires (online or paper copies), collate and disseminate the information to appropriate stakeholders, taking any action required in consultation with the Centre Manager and/or DoS.Act as a point of contact for management staff for colleagues and external clients, providing an effective service and clear advice to colleagues whilst filtering complex issues as appropriate to seek resolution.Organise and prioritise own workload with minimal supervision to ensure smooth running of the Management teams’ daily schedules; applying judgement based on experience and largely without reference to others.Take minutes of Management meetings.Gather, process and collate meeting papers and reports for senior staff timeously.Other Duties And ResponsibilitiesTo have read and understood the supervision manual and staff handbook and be fully conversant with our policies for the welfare and protection of children.Provide cover for other administrative staff as required.When required, supervising students during their free time.Meet and greet guests professionally and courteously, overseeing and servicing catering needs for meetings as required.Assisting Centre Manager and Activities/Excursion Manager in general administration (e.g.) photocopying, preparing student packs etc.Undertake other duties and training and development opportunities that commensurate with the post as required.Disclosure ChecksIn accordance with British Council accreditation criterion S4, you must provide a Disclosure (PVG from Disclosure Scotland /’Enhanced’ from Disclosure and Barring Service in England) and that this must be dated within three months from the start date of employment. If you have been working abroad for more than 3 months, you must provide the equivalent ‘police check’ from that country. Whichever one you choose to supply, it must be specific to your suitability to work with under 18s. Disclosure checks made through St. Andrew’s College Language Schools are payable by the employee (£18 to £70). The Company reserves the right to deduct the cost of these checks as soon as the process has started and regardless of the completion of the process. Any employees appointed after 31st of May will automatically be required to complete a disclosure check due to time constraints.Please bear in mind that the procedure of receiving a disclosure check usually takes 14 days (but could take up to a maximum of 18 weeks). In the event your disclosure is still pending at the commencement of your employment, you must agree to comply with St Andrew’s College Language Schools, Safeguarding and Recruitment Policy.All new disclosure checks made through St Andrew’s College Language Schools are payable by the employee and will be deducted from your salary. This may range from £18 to £70 depending on the disclosure you need.Seniority levelEntry levelEmployment typeFull-timeJob functionAdministrativePrimary and Secondary Education #J-18808-Ljbffr