Job Description

OBJECTIVE

We are seeking a dedicated and motivated

Administration Team Leader

to join our growing school photography company based in Prestbury, Cheltenham.

In this role, you will oversee the day-to-day operations of our busy administrative team, ensuring tasks are completed accurately and efficiently. You'll provide guidance, training, and ongoing support to your team, helping them deliver high-quality work and excellent customer service.

This position requires excellent organisational, leadership, and communication skills, along with the ability to prioritise workloads, manage deadlines, and foster collaboration across departments to keep operations running smoothly.

MAIN RESPONSIBILITIES

Leadership: Supervise, lead, and motivate a team of administrative staff to ensure efficient daily operations and high performance. Organisation: Assign tasks, set priorities, and monitor performance to meet deadlines and maintain quality standards. Coordination: Oversee and manage daily office operations, including scheduling, document management, and coordination of internal processes. Implement and maintain office systems to optimise workflows and improve efficiency. Training: Identify training needs within the team and ensure ongoing professional development. Promote a positive and collaborative work environment through mentoring, coaching, and continuous learning opportunities. Collaboration: Work closely with management to understand administrative requirements and provide effective support and solutions. Monitoring: Maintain high standards of administrative support, including accurate correspondence, record keeping, data entry, and handling customer enquiries. Problem Solving and Improvement: Identify opportunities to improve administrative processes and address any operational challenges promptly and effectively. General Administration: Handle routine administrative duties such as preparing correspondence, scheduling appointments, and supporting team coordination. Product Knowledge: Maintain an up-to-date understanding of company products and services to provide accurate information to customers. Customer Service: Respond to customer enquiries via phone and email, providing professional assistance, resolving issues, and ensuring customer satisfaction. Record Keeping: Accurately enter and maintain customer data in the DSP system, ensuring records are current and accessible across departments. Suggest improvements to record-keeping processes. Order Processing: Manage customer orders, returns, and exchanges to ensure timely and accurate processing. Paperwork: Complete booking forms, sample requests, and any other documentation required for bookings or cancellations. After-Sales Support: Provide after-sales assistance, advice, and follow-up communication, liaising with the sales team when required. Complaints Handling: Collaborate with relevant departments to resolve customer complaints efficiently, escalating complex issues where necessary. Database Management: Maintain accurate database records, including data entry, mail merges, and updates in collaboration with the sales team. School Bookings: Manage and update the Google Diary to coordinate school bookings and ensure alignment with other staff schedules. Courier Collections: Organise courier collections through the online portal to ensure timely delivery of products. Quality and Standards: Ensure all work meets company quality standards and management expectations. Relationship Building: Foster effective working relationships with colleagues, management, and clients. Sales Support: Provide administrative support to the sales team and assist field representatives with office-based needs. Office Cleanliness: Contribute to maintaining a clean and tidy working environment, including shared areas. Team Support: Support the administrative team with HR-related queries, liaising with HR where necessary. Management Support: Undertake other duties as required to support the Managing Director and the wider company. Flexibility: Demonstrate flexibility in working hours and willingness to work overtime during busy periods.

KNOWLEDGE & EXPERIENCE -

Degree or certification in Business Administration or equivalent is desirable but not essential Good knowledge of administrative practices and procedures Proficiency in office software (e.g., MS Office Suite, Google Workspace) and other administrative tools Experience of working in an office is essential

SKILLS -

Excellent organisational and multitasking skills with attention to detail Strong leadership skills with the ability to motivate and manage a team effectively Excellent verbal and written communication skills to effectively interact with customers and colleagues Ability to handle confidential information with discretion Problem-solving mindset with the ability to prioritise and adapt to changing demands Ability to address customer issues promptly and efficiently, using logical thinking to resolve problems Precision in data entry, documentation, and handling customer inquiries. Passion for providing excellent customer service and ensuring customer satisfaction Excellent leadership qualities and an ability to communicate well for training and support purposes Able to manage effectively and take responsibility for a group of staff Working independently with ability and confidence, whilst being compliant with internal policies and processes Able to take direction and managerial feedback in a positive demeanour Polite and friendly attitude with an excellent telephone manner Flexibility to cover the changing needs of the business at each academic term
Job Types: Full-time, Permanent

Pay: 13.00-15.00 per hour

Expected hours: 37.5 per week

Benefits:

Company pension
Work Location: In person