Job Description

Overview

We are seeking a dedicated and detail-oriented Administrative Officer and PA to join our team. The successful candidate will play a crucial role in ensuring the smooth operation of our office by providing comprehensive administrative support. This position requires strong organisational skills, effective communication abilities, and a task focused mindset.

Key Purpose

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To organise and carry out administrative duties relating to the Charities operations, and to support and assist the CEO and Directors in exercising their responsibilities.

To ensure the health, safety, safeguarding and wellbeing of learners, staff and visitors to the Centre in accordance with St Ed's operating policies

To support all students in achieving their potential by taking a pro-active, enthusiastic and flexible approach in accordance with St Ed's ethos and operating procedures, policies and corporate strategy

Core Responsibilities

Maintaining HR paperwork for new starts, including DBS recording and HR filing. Updating and maintaining the Single Central Record, in line with Ofsted requirements. Data Protection Officer, guarantor of compliance with GDPR, maintaining the GDPR policy and ensuring appropriate record keeping. Organising archiving system and archive storage. Requisitions and purchasing supplies and materials for the centre, in line with the Scheme of Delegation. Monitoring and record keeping for petty cash. Booking and monitoring staff training, including external off site training, and mandatory training, in line with KCSIE guidance. Monitoring and overseeing the centres generic admin email address. Back up reception and telephone duties, signing in visitors Preparation of letters for HR and other purposes. Tracking staff absence and annual leave. Filing, management of papers and documentation. Taking minutes for meetings (including trustee meetings and HR meetings) and circulating as required. Trustee meeting prep, agenda and circulating minutes. Staff recruitment job adverts, inviting to interviews and paperwork Starter paperwork, references, DBS checks, reviews, contracts (safer recruitment) New staff inductions Recruitment, starter paperwork and support for volunteers Maintaining Service Level Agreements with schools Reviewing, tracking and updating policies in line with guidance from external HR support agency. Supporting the Fundraising Manager with grant bids as appropriate. Liaise with Statutory and Voluntary organisations. Regulatory duties including Charities Commission, ICO, Matrix, Insurances. Gain quotes and liaise with contractors for maintenance, repairs, servicing, utilities. Attendance to Health and Safety meetings, and follow up with contractors for actions required. Maintaining HR files and HR audit tracker. Liaison with East Coast College for new staff. Annual due diligence meetings for school contracts.
Update Medical Policy and administration of medication with relevant training.

Supporting finance and invoices

PA duties for CEO

Line manager to housekeeper.

Arranging events (Christmas party, summer BBQ, graduation)

Managing daily post in and out of centre.

Travel and accommodation bookings

Reception and telephone duties for the main office.

Any other duties as may be reasonably requested by the Director of Pastoral and Partnerships, CEO or Trustees that you are suitably trained for and considered capable of, carrying out.

Other Responsibilities

To ensure the health, safety and well-being of students, staff and visitors to the centre in accordance with St Ed's operating policies

To ensure that all staff and students are aware of and comply with St Ed's safeguarding requirements and comply with St Ed's safeguarding policies and practices laid down

To contribute to the development of community projects to support student learning

To undertake Continual Professional Development (CPD) some of which you may be required to undertake in your own time, ensuring that all vocational and teaching and learning knowledge is current and up to date

Ensure that professional memberships are current and vocational specialist professional body memberships are maintained.

Other duties

The post-holder may, from time to time be required to perform other duties than those outlined in the job description. The particular duties and responsibilities attached to this post may vary from time to time without changing the general character of the duties or level of responsibility entailed. The post-holder may, at times, be required to work outside of normal office hours or at weekends. Such variations would not in themselves justify the re-evaluation of the post.

Person Specification - Essential

Must be computer literate, microsoft packages, email, use if internet

Good educational background

Driving licence

Well organised with attention to detail

Excellent communication skills

Ability to take minutes , prepare papers and write reports

Ability to work alone and self manage as necessary

Reliable and non-judgemental

A pro-active approach demonstrating drive and ambition

Team player

Open, honest and trustworthy

Desirable

Experience of working in a demanding environment

DBS Evidence checker

Some experience of working with difficult and challenging clients

Able to cope in volatile and sometime chaotic situations

Police and Reference Enquiries

All appointments are made subject to satisfactory checks prior to appointment and you will be required to complete an Enhanced Disclosure and Barring Service application with evidence of identity required.

St Eds is committed to ensuring staff are appointed on the basis of merit, regardless of ethnic origin, sex or disability, sexual orientation, race, colour, nationality (within current legislation), marital status, caring or parental responsibilities, age of personal beliefs on matters such as religion and politics.

Job Types: Full-time, Permanent

Pay: 28,000.00-32,000.00 per year

Benefits:

Company pension Free parking On-site parking Private medical insurance
Schedule:

Monday to Friday
Work Location: In person