Overview
ExecutiveAssistant/OfficeManager – Teddington
Salary: Up to £32,000
Office Manager needed to support the head office of a thriving educational company in Teddington
Roleincludes:
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Supporting the office
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Supporting group wide communication
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Assisting CEO and Schools Director in the development and implementation of cross-group projects
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IT – maintaining up to date information in office based systems, schools point of contact for group wide information management system
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HR responsibilities – administration of office recruitment and personnel systems, providing a point of contact for school based queries
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The position would suit a highly experienced executive PA looking to expand their skills.
Job Description
Reporting to: Chief Executive Officer
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Supporting the office
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Management of office diary and appointments
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Help CEO manage output, workflow and office deadlines
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Take and relay accurate and timely messages from telephone callers, and answer queries where possible
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Collect and open all mail addressed to the CEO, dealing with it when possible
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Take minutes for meetings.
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Draft, type and dispatch correspondence
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Liaise with relevant individuals, external organisations to arrange meetings
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Maintain a comprehensive filing system, physical and virtual
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Co-ordinate office travel
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Dealing with suppliers – cleaning contractors, printing paper, photocopier suppliers etc
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Ensuring that bills/rates are paid
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Acting as a front of house when visitors attend the office, calling taxis, getting coffee and explaining parking
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Tabulate and retrieve CEO’s official expenditures and claims
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Undertake any other duties as requested by the CEO
Supporting group wide communication
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Maintaining the diary for group wide activities
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Acting as first point of contact for schools
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Ensuring timely distribution of information on group wide activities, policies and protocols
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Liaising with schools, governors and office to ensure attendance at group wide activities
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Acting as a front of house for group and office events in the absence of CEO or Schools Director
Assisting CEO and Schools Director in the development and implementation of cross-group projects
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Managing the schedule and resourcing of group wide monitoring arrangements
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Collating evidence for group wide evaluation
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Point of contact for group governance and key service providers
IT(there is no technical support element to this role)
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Maintaining up to date information in office based systems
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Ensuring that staff new to the office are able to access systems efficiently
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Extracting necessary report information from databases
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Ensuring that IT equipment in the office is audited and maintained
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Developing and maintaining the online directory of school staff and support services
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Through the above being the schools point of contact for group wide information management system
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And technical support contracts
HR Management(nopriorexperienceneeded)
Acting as a first point of contact on HR matters
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Attendance & leave management
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Maintaining database on attendance, leave and so on for head office staff
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Filing the attendance sheet at the end of the year
Maintainingpersonnelfiles(bothelectronicandhardcopy)
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Filing necessary documents,
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Providing necessary information to schools on HR policies
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Providing information needed by colleagues in their own files
Assisting CEO and school heads with new recruitment
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Liaising with agencies for filling positions
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Advising school heads on recruitment policies/placing advertisements for various positions
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Acting as schools initial point of contact on disciplinary issues and policies and supporting managers through the process.
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Coordinating consultation for contract transfers at schools new to the group
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Other HR administration as required by the CEO
Skills:
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Ideally educated to degree level (A’ level education considered)
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Previous PA/Secretarial experience
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Excellent typing skills- Good computer literacy,
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Speed and accuracy essential. (MS Office, Excel, Powerpoint).
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Excellent organisational skills
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Excellent communication skills, both verbal and written
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Professional telephone manner
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Proven ability to work under pressure and to tight deadlines
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Bright, confident personality
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Well presented
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Highly personable
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Flexible and mature approach with ability to work unsupervised