Job Description

Swift Childcare are seeking a highly organised, proactive, and resourceful

individual

to provide comprehensive administrative tasks. Do you have experience as an IQA or Operations in the FE sector and looking for a change? This might be what you are looking for.

You will be required to provide high-level administrative, organisational and personal support to the Operational Director, ensuring the effective and efficient management of business operations and strategic priorities. The postholder will act as a key point of coordination across departments, handling confidential matters with discretion and professionalism, while contributing to the smooth running of the organisation's daily operations.

Key Responsibilities

1. Executive and Administrative Support

Provide comprehensive administrative and personal assistance to the Operational Director, including diary management, meeting coordination, organise appointments, travel arrangements and correspondence handling. Manage and prioritise incoming and outgoing communications, emails and documentation, ensuring timely responses and appropriate delegation. Format reports, presentations, and meeting papers to a high professional standard. Maintain confidentiality and handle sensitive information in line with GDPR and company policy. Support the preparation and follow-up of board and senior management meetings, including agenda creation, minute-taking, and action tracking. Help support organise and plan Company Events, Social events and external meetings.

2. Business Operations and Coordination

Assist in the coordination and monitoring of operational plans, projects and performance targets. Act as a central point of contact between departments, ensuring clear communication and progress reporting. Support HR administration processes including recruitment coordination, induction planning, and staff records management whilst maintaining confidentiality. Contribute to financial administration tasks such as invoice raising and processing. Maintain efficient office systems, databases and documentation to support audit and compliance requirements both Digital and physical.

3. Project and Process Support

Assist the Operational Director in the management and delivery of business improvement initiatives and strategic projects. Collect and analyse operational data to inform decision-making and performance reporting. Coordinate internal and external meetings, ensuring smooth logistics and professional representation. Identify opportunities to streamline administrative processes and improve operational efficiency.

4. Personal Assistance

Provide personal administrative support to the Operational Director, managing personal appointments, travel, and confidential matters as required. Anticipate needs and proactively manage schedules to optimise productivity and work-life balance.

5. Governance, Compliance and Professional Standards

Ensure all administrative processes align with company policies, GDPR, Ofsted, Matrix Standards, regulations, and relevant legislation. Support the maintenance of compliance records, risk registers and internal audits both Digital and Physical. Represent the organisation and the Operational Director professionally when liaising with external partners, clients and stakeholders.

Person Specification

Essential Criteria:

Proven experience in a senior administrative, executive assistant, or business support role at director level. Strong organisational and time-management skills, with the ability to manage multiple priorities. Excellent written and verbal communication skills with a high attention to detail. Proficient in Microsoft 365 and modern office systems. Discreet, professional, and trustworthy with confidential information. Strong interpersonal skills and ability to build effective relationships across all levels. Proactive and solution-focused approach, with initiative and sound judgement.

Desirable Criteria:

Experience supporting operational or executive teams within the training, education, or not-for-profit sectors. Project administration experience, including coordination of business improvement or compliance projects. Understanding of governance, quality assurance, or regulatory frameworks (e.g. Ofsted, ESFA, ISO). Understanding of or experience of working for an apprentice provider / Training Provider.

Key Competencies

Organisation and Planning:

Able to manage complex schedules and competing priorities.

Attention to Detail:

Produces high-quality, accurate work under pressure.

Confidentiality:

Handles sensitive information with integrity and discretion.

Communication:

Clear, professional and adaptable in both written and verbal interactions.

Initiative:

Anticipates needs, solves problems and drives continuous improvement.

Teamwork:

Builds positive relationships and supports colleagues collaboratively.
Salary 28 000 per annum

Disclaimer: LXP Talent is the recruitment partner for Swift Childcare. All applications must be submitted to LXP Talent directly. Shortlisted candidates will be asked to complete an application form

Job Type: Full-time

Pay: 28,000.00-29,000.00 per year

Work Location: In person