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:

  • Supporting the office

  • Supporting group wide communication

  • Assisting CEO and Schools Director in the development and implementation of cross-group projects

  • IT – maintaining up to date information in office based systems, schools point of contact for group wide information management system

  • HR responsibilities – administration of office recruitment and personnel systems, providing a point of contact for school based queries

  • The position would suit a highly experienced executive PA looking to expand their skills.

 

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

 

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