Academy Administrator

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**Contract**:12 months fixed term

**Working hours**:

- full time is 35 hours a week. You'll agree your working pattern with your manager.

**Salary: circa £35,000**

**Reporting to**:

- Ombudsman Leader

**Location**:

- London
- Our permanent hybrid policy sees us all working at least four days across a fortnight in the office. _

As the Academy Administrator your role will be to support the Senior Manager managing the Academy operation within the casework area (including Onboarding administration within the Casework team). This is a busy operational support role which requires effective time management and meeting strict deadlines for the existing teams in the Academy as well has planning for forward deadlines for future teams.

You will also work with the core Academy team, our Learning & Development and Workspace teams, scheduling new Academy programmes and organising travel arrangements for engagement days across our remote hubs from a casework Academy perspective. This involves constantly shifting priorities so your planning and organisational skills will be instrumental in helping them to fulfil their responsibilities effectively.

You'll act as a reliable contact point between your manager and their internal and external stakeholders - ensuring effective management of diaries as part of the role. Sometimes you'll need to resolve issues or queries on their behalf, so you'll exercise discretion and manage any associated confidentiality risks through the way you interact with people. You'll work flexibly and proactively, using your common sense and judgement to manage conflicting demands when coordinating and arranging meetings and events. And you'll show efficiency and initiative in how you complete a range of tasks from preparing documents to supporting colleagues. Strong experience with Microsoft Excel is needed for this position.

**Key responsibilities**
- Putting people at the heart of everything we do so that our customers' needs come first
- Taking responsibility for delivering your objectives - and working collectively to contribute to meeting our wider commitments
- Acting as a liaison point between your manager and internal/external stakeholders
- Developing knowledge and understanding of your manager's responsibilities and priorities
- Building strong relationships with, and understanding the role and remit of the Academy team to enable you to effectively and efficiently support your manager
- Being very discreet because you'll have exposure to confidential and
- Providing secretarial support including effective diary management - assessing the priority of appointments and correspondence and resolving conflicting demands
- Prioritising and planning both your own and your manager's time and ensuring that they have sufficient time to review relevant material before meetings
- Updating operational control sheets (using Excel), briefing papers, reports and presentations
- Coordinating meetings/events including booking venues, making travel arrangements, sorting out agenda timings and logístical issues
- Collecting agenda items and papers for management meetings - knowing when to suggest to cancel or rearrange the meeting if the attendees or agenda items are low
- Capturing essential information from meetings and producing accurate minutes - outlining clear actions to the relevant people
- Filtering calls, correspondence, enquiries and requests - knowing when it's appropriate to look after, or investigate, it yourself and when to refer it to your manager
- Supporting your manager with tasks such as preparing awards and communications, assisting with elements of budgets and project work
- To be considered for this role, you'll need to show us that you've got the skills and capabilities. You'll have to meet the following minimum criteria: _

**Minimum criteria**
- Demonstrable success supporting a manager, coordinating their diary and managing their inbox, highlighting items that need attention
- Booking and coordinating meetings and Academy training
- Prioritising and planning your workload with pace and flexibility to meet tight deadlines - adapting as things change and reprioritising as necessary
- Using your judgement and discretion - keeping sensitive information confidential
- Strong experience using Excel and Powerpoint
- Communicating in a straightforward and approachable way with people at all levels
- Working proactively with limited guidance using your own initiative
- Being approachable and collaborative, and working well as part of a team
- Showing accuracy and attention to detail

**_Why Financial Ombudsman Service? _**

We are a values led organisation. Our values define our culture, influence our decisions, and underpin our vision and strategy. They set out how we play our PART through Purpose, Ambition, Respect and Trust. You can learn more