Administrative Assistant

**Job Title**: Administration Assistant - Uniforms

**Department**: Administration

**Location**: The Lodge, 92 Uxbridge Road, Harrow Weald, Middlesex, HA3 6DQ

**Working hours**:9:00am to 5:30pm - Monday to Friday

**Report to**: Systems Administration Manager

**Work in conjunction with**:Personnel / Operations department and all other departments of London Wellness Academy, as well as London Wellness Academy Transocean in the US.

**Main purpose of the Job**:Responsible for the successful maintaining and updating of LWA Training in-house databases (BOS) in an accurate manner, delivering all management reports to tight deadlines. Ensuring the smooth running of all elements of administration and the provision of excellent customer service for all customers.
**Key Responsibilities**:

- ALL forms must be signed and dated by the appropriate student in a timely manner.
- Ensure manual student files are kept tidy and updated with all relevant paperwork filed promptly.
- Ensure all students receive the correct uniforms for their vessels. All request to be processed in timely manner and sent via Fedex or local courier services.
- Uniforms for Male students to be arranged by male staff member and for female students, uniform to be arranged by a female member of the Administration team.
- Deductions of all the uniform requests to be done on daily basis and scanned and filed down in the respective students folders in STR Scanning.
- Ensuring the uniforms rooms and Garage are clean and stocked well with uniforms. Ensuring that uniform stock is replenished on weekly basis to avoid running out of stock for any uniforms.
- Receiving and putting away uniforms from the warehouse and entering all the stock received on the Uniform Tracking Sheet once all the delivery is checked.
- Monitoring stock levels and liaising with the Manager to place stock orders when stock runs low. Raising purchase orders and get them authorised by the MD before forwarding the Purchase Orders to the supplier.
- Assisting in quarterly stock checks and reporting findings to the Systems Administration Manager.
- Provide accurate and timely upkeep of the BOS In-house Database, ensuring ALL information relating to students is uploaded onto system and maintained to a high level of accuracy.
- Maintain and update all ‘Bible’ information onto the BOS.
- Participate in team meetings to discuss developments, ideas, problems and concerns, past and present, for the proper functioning of the Administration department.
- Provide effective team communication at all times due to the crossover of information between roles.
- To exceed the expectations of our colleagues providing accurate management information.
- Respond to ad hoc queries and requests by employees, management or externally in a timely, professional and courteous manner.
- Provide additional support and occasionally require to take up extra task when staff are away on holiday.
- Provide support to the Administration Managers

**General administration duties**
- Carry out photocopying requests, which shall include large volumes, manuals, etc.
- Ensure filing systems are accurately maintained and up to date at all times.
- To carry out some manual handling, such as deliveries of uniforms, products, stationery, etc.
- Ensure all public areas are clear and tidy. Deliveries to be placed in allocated locations, not blocking any fire exits or walk ways, and that the appropriate person the delivery is for is informed quickly in order for the delivery to be collected.

**Standard Responsibilities**:

- To work as a team with other individuals and colleagues in the Company, sharing knowledge when appropriate, helping colleagues and promoting a spirit of mutual respect and support.
- Understand and abide by Company and departmental rules, policies and procedures.
- To carry out other duties as so requested by management at time to time.

**PERSON SPECIFICATION**:

- **Administration Assistant - uniforms**_

**Qualifications**:

- GCSEs in Maths and English grades A-C or equivalent
- Good level and standard of UK/European education or equivalent

**Previous Experience and Knowledge**:

- Experience within an administrative role (highly desirable)
- Experience in stock control (highly desirable)
- Excellent computer literacy in Microsoft Outlook, Word, Excel and Powerpoint
- Knowledge of the London Wellness Academy and the Company philosophy*

**_*Training provided_**

**Aptitudes**:

- Ability to maintain positive relationships.
- **_Co-operation: _** ability to build relationships to support team members, share resources and knowledge and collaborate with others to achieve goals.
- **_Communication_**_: _ ability to convey information clearly and concisely both in person, via correspondence and over the phone, and express oneself well and professionally and listen to others and ensure understanding of information.
- **_Flexibility: _** ability to adjust to work processes or procedures, adapt to others a