Office Assistant / Receptionist, 3 days a week - 13 month FTC

Location
London (Greater), Twickenha,, Richmond Upon Thames
Salary
£22,500 per annum FTE (£13,500 per annum pro-rata)
Posted
03 May 2019
Closes
02 Jun 2019

We are seeking an enthusiastic, proactive and energetic administrator for the part-time role of Office Assistant / Receptionist. You will be a ‘people person’, who relishes a varied workload, with sound office experience. This is a fixed-term role of 13 months to cover maternity leave. 

PURPOSE OF THE POST

  • To manage “front of house” area – greet all visitors and make them feel welcome, cover the switchboard
  • To assist with the smooth-running of the office
  • To provide full administrative support to the administration team and teaching staff as required
  • To arrange internal meetings
  • To assist with school performances and special events
  • To project a professional image of the school at all times

REPORTING TO

  • Head of Administration

KEY WORKING RELATIONSHIPS WITHIN THE SCHOOL

  • Principal & Artistic Director
  • Deputy Principal
  • Head of Studies
  • All members of the Operations & Development Team
  • All members of the teaching faculty
  • Students

KEY WORKING RELATIONSHIPS OUTSIDE THE SCHOOL

  • All daily visitors – prospective students and parents, contractors, delivery drivers etc.

JOB DESCRIPTION

General office administration and front of house duties

  • Meet and greet all visitors to the School
  • Answer and direct all incoming phone calls
  • Process all incoming post and outgoing post
  • Carry out general admin duties e.g. writing letters and certificates, managing the in-house shared diary
  • Maintain the general email accounts (info@ and admin@), responding to queries / directing enquiries as required
  • Assist in the upkeep of contact records, including student, staff and trustee contact information
  • Input data into the Schools eTapestry database and offer additional data support to staff as required
  • Create mailing labels as required
  • Order stationary, first-aid equipment and sundries
  • Maintaining a clean, tidy and orderly admin office

Day to Day running of the School

  • Help maintain general order in the school e.g. clearing lost property and tidying notice board
  • Assist with management of building and locker keys
  • Manage the electronic noticeboard, updating as required
  • Assist with upkeep of Virtual Learning Environment (Office 365)

Internal Meetings

  • Assist with organising meeting rooms (booking space, arranging furniture etc.).
  • Organise refreshments for meetings, including ordering food and making tea and coffee
  • Assist with the preparation and circulation of meeting papers
  • Write notes for fortnightly staff meetings

Studio Hires

  • Manage booking requests and filter through to the Head of Administration

Performances & Events

  • Where required, assist with the management of guest lists for school performances and special events, both at the School and at external venues
  • Organise refreshments and assist with any other preparations such as signage, furniture etc.

Other

  • Issue ID passes for staff, students and contractors
  • Liaise with students and the CDD in regards to upcoming meetings for the Student Advisory Council
  • Manage vending machine stock and replenishing the machine as required.
  • Restock first aid boxes located outside the studios
  • Assist with tours of the school when necessary
  • Housekeeping – load/empty dishwasher, make tea and coffee, etc.
  • General administrative support for the Operations & Development Team and teaching faculty, as required
  • Undertake other duties commensurate with the level of this position

PERSON SPECIFICATION

Essential Skills & Experience:

  • Educated to A ‘Level or above
  • Minimum of one year of administrative experience
  • Excellent working knowledge including MS Office (Word, Excel, Outlook)
  • ‘People person’ with a genuine want to interact professionally with all visitors and an ability to establish good working relations at all levels of the organisation
  • Excellent interpersonal, oral and written communication skills
  • Ability to work independently and as part of a small office team
  • Good organisation skills, ability to multi-task, prioritise effectively and work to tight deadlines
  • Understanding of equal opportunities

Desirable Skills & Experience:

  • Specific experience of working in a school, higher education or the arts
  • Passionate about the arts, especially dance
  • Valid First Aid qualification
  • Minute writing skills
  • Experience with CRM databases, particularly eTapestry
  • Experience with EventBrite
  • Experience with MailChimp or similar email marketing programme

 

Please click 'Apply' to submit your application.

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