Administration Assistant

7 months ago

Windsor, United Kingdom Eton College Full time

Role Introduction

Bekynton is the College’s central dining facility, feeding boys from 11 of the 25 boarding houses.

Breakfast, lunch and supper is provided to approximately 650 boys, with their Housemasters and Dames, along with other masters, 7 days a week.

Bekynton also houses the Masters Common Room, which has its own dining room (c70 covers), bar and private dining rooms.

Bekynton is also used as a base to cater for all the College’s sports requirements and a significant proportion of the hospitality around the College campus. There are approximately 55 staff employed in Bekynton. Bekynton is managed by an external contractor for the College

The Administrative Assistant provides administrative support to the management team and head chef, under the direction of the senior administrator. The key requirement is for someone to process the daily financial paperwork, such as invoices and delivery notes, along with a host of other administrative duties.

Due to the needs of the school and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply.

Main Duties

To complete daily, weekly and monthly bookwork using Sodexo and Eton accounting/software systems

Invoice processing in a timely and accurate manner Reconciling delivery notes, credit notes and invoices Dealing with invoicing queries such as short delivery or returns Ensure stock sheets are up to date and accurate Inputting manual stocktakes onto the system Maintaining 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, safe working practices, hygiene, cleanliness, fire, COSHH and hazards Maintain confidentiality at all times Notify line manager of any discrepancies in cash reconciliation, stock levels etc; and any other irregularities that may appear in the accounting or administration systems Meet and greet visitors to catering office Ordering stationery and office supplies, ensuring optimum quantities of essential items are always held Sending maintenance requests to the Buildings department Monitoring toner usage in printers and ordering replacements as necessary; liaising with IT department Ordering food and drink supplies for the chefs and managers Ordering sandwiches on behalf of hospitality department Filing and archiving Collecting and delivering internal post to/from school office Dealing with all external post Answering the telephone and dealing with all Bekynton/catering queries Understanding of other office procedures in order to provide cover, if required Dedication to developing strong external relationships and networks with key stakeholders Commitment to equality, diversity & inclusion Commitment to safeguarding and promoting the welfare of children To undergo regular training which may include latest bookwork/software updates, Microsoft office, food safety, health and safety, customer service and safeguarding To carry out any other reasonable task as directed by management Commitment and promotion of equality, diversity and inclusion; All positions at Eton are classed as ‘regulated activity’ as per the Keeping Children Safe in Education 2022 guidance, therefore a good understanding of safeguarding procedures is essential; Commitment to safeguarding and promoting the welfare of children, including by not limited to, completing safeguarding training as required, and ensuring any safeguarding updates issued by the College are read and understood; Understand and comply with procedures and legislation relating to confidentiality.

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 paid over 12 months) You will be entitled to 6 of holiday.  (You must use all your entitlement (including any lieu days) during periods of school holidays. If a bank holiday falls during a school term period, you will be required to work this day and you will receive an additional day’s holiday in lieu.) Any remaining weeks, save as outlined in your annual leave provisions, are deemed to be non-working weeks.

The Ideal Candidate

To be successful in this role, the incumbent should:

Be literate and numerate with experience of using Microsoft Office and databases, preferably in an events context Have previous experience of bookwork Have strong organisational skills and be able to prioritise their own workload Have excellent attention to detail Be self-motivated Have the desire to work using their own initiative Have a flexible, positive and proactive approach to the role Be amenable and courteous Show confidentiality and discretion Be able to liaise effectively with a wide range of people, and to quickly develop relationships and effective networks with key stakeholders Be flexible, including on hours, especially at month-end

Benefits

Eton College offers a wide range of benefits, including an 11% employer contribution to your pension (with 4.9% employee contribution), Employee Assistance Programme, enhanced Maternity / Paternity scheme, a 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.

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