Summer Administrative Assistant
Based at: One of Churchill House School of English Language (CHSoEL) summer centre sites.
Position Reports to: Centre Manager.
Job Purpose Summary: To support and assist Centre Management.
Key Responsibilities and Accountabilities
The Administrative Assistant is responsible to the Centre Manager and is responsible for:
• Carrying out such tasks as the Centre Manager delegates.
• Ensuring the smooth running of the administration office for all departments.
• Must set-up, maintain and administer systems and procedures using Microsoft Office and databases such as Datastore and Camp Ground Master.
• Ensuring that the site's rules and regulations are maintained.
Hours of Work
Non Residential Administrative Assistants work hourly, dependant on need. Weekends, especially arrivals and departure weekends, will be worked. Roughly (upto) 48 hours a week for the first 2-3 weeks; this usually drops to 20-30 hours a week thereafter. The nature of the job requires CHSoEL Administrative Assistants to be flexible and willing to address situations whenever they arise.
Residential Administrative Assistants working hours will vary slightly. You will be paid a set weekly wage and be expected to complete up to 15 office sessions and 3 sessions on change over days. It may be necessary for 5 or more of your "office" sessions to be transferred to activity sessions after the initial few weeks of your contract if the administration workload decreases significantly in later weeks. Please ask at interview stage more on this matter if you are hoping to be residential.
Administrative Assistants start on the equivalent to the fourth rung of the Company's Teacher/Activity Leader Pay Scale. We aim to retain good staff by giving them excellent support from Head Office.
Job Title: Administrative Assistant
Highly-motivated, organised, energetic and personable. An excellent communicator and problem solver who works well under pressure and works efficiently within tight deadlines. Able to maintain a relaxed working environment. Able to multi-task without losing track of the bigger picture. Has attention to detail.
Able to work extended hours when necessary. Not restricted by family commitments. Ability to drive is preferred.
Specific Job Skills
• Excellent and effective organisational skills.
• Ability to work Microsoft Office and databases efficiently and effectively.
• Diplomacy and tact.
• A calm approach to problem solving.
• Effective financial skills.
Throughout the summer, Administrative Assistants are supported by their respective Centre Managers to ensure that the resources required are available to implement the high standards of customer care that CHSoEL clients expect.
• Previous experience with working in an administrative office.
• Previous experience of working with overseas students preferred.
The role of Administrative Assistant does not require any formal qualifications. However, certain educational achievements (or their equivalents) are strongly preferred:
• Degree level or above education.
• OCR/RSA Text Production and Word Processing or equivalent preferred.
• A sound knowledge of MS Office programs and their use.
It is a prerequisite of the position that all Administrative Assistants attend the management training sessions from Monday 2nd July 2012 (accommodation will be paid for and up to £75 travel expenses will be reimbursed). Full details of the training sessions will be sent at a later date.
Core duties include, but are not limited to:
• Site management.
o Assisting in ensuring the safety and well-being of all staff and clients.
o Assisting on change over weekends.
o Operating the Tuck Shop, ensuring it has enough supplies.
o Ensuring there are enough stationery supplies and ordering any supplies needed through Head Office in sufficient time.
o Assisting in monitoring and limiting damage to the site and its furnishings and equipment. Documenting and reporting any damage, with photos, and sending it to Head Office.
o Any other duties reasonably delegated by the Centre Management.
• People management.
o Liaising with Group Leaders and dealing with any queries as you can or passing them on them on to the appropriate manager.
o Assisting in monitoring and maintaining discipline within the students.
o Any other duties reasonably delegated by the Centre Management.
o Liaising and assisting centre staff and host institution staff where necessary, or passing on such information.
o Staff the administration office during the week and on change over days.
o Noting all minutes between Centre Manager and Host Institution staff and sending to Head Office daily.
o Documenting and forwarding any incident notes to Head Office on the day of occurrence, or the morning after if late at night.
o Assisting in preparing accommodation lists and dealing with rooming requests and requirements. Preparing fire lists for the centre management.
o Assisting in preparing catering requirements and possibly liaising with the site's catering provider.
o Assisting in monitoring and maintaining all paperwork and ensuring that it is submitted on or before the deadlines set by Head Office.
o Ensuring all financial forms are accurately completed and handed into Head Office in a timely manner.
o Taking clear, factual messages from people coming into the office, or by phone, ensuring the relevant person gets the message.
o Being aware of arriving groups. Checking the arrivals list to ensure you are ready with welcome packs, name badges etc.
o Ensuring all students and group leaders name badges have been made before arrival.
o Checking departure information upon the arrival of students and email details to the Transfer Manager at Head Office.
o Collating the post that has been sent to the campus.
o Managing pocket money including recording the money in and out.
o Ensuring weekly staff lists are sent to Head Office. Also ensuring any staff changes have been emailed to Head Office.
o Scanning all USB sticks for viruses through AVG Free before attempting to use them on any of CHSoE machines.
o Handle petty cash and recording all income and expenditure and sending relevant financial paperwork to Head Office.
o Any other duties reasonably delegated by the Centre Management team.
A full list of duties and responsibilities is given in the Administrative Assistant's Manual.
Page last updated 9 May 2012
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