Overview

ExecutiveAssistant – Twickenham

 

Salary: Up to £15 per hour 

Office Manager needed to support the head office of a thriving educational company in Twickenham

 

Bellevue Education is a leading independent schools provider that focuses on academic excellence, happy nurturing environments, high quality teaching, high aspirations for pupils and breadth of education. It currently runs 11 school sites in the UK, a single school in Switzerland and works in partnership with an education trust with three free schools.

 

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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