Office Administrator

Heartlands High School; City Of London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A prestigious educational institution in London is seeking a Senior Office Administrator to oversee administrative operations and ensure smooth office management. This role allows for flexible working arrangements, making it ideal for individuals balancing personal commitments. Responsibilities include managing reception services, supporting customer service management, and maintaining high standards in administrative functions.

Benefits

Flexible working arrangements

Qualifications

• Experience in an administrative role, ideally in a school environment.
• Strong ability to manage multiple tasks efficiently.
• Competence in handling customer inquiries and support.

Responsibilities

• Lead the administration workload and manage the reception staff.
• Ensure high standards of customer service.
• Organize meetings and maintain communication with staff and visitors.

Skills

Organizational skills

Communication skills

Customer service orientation

First aid knowledge

Job description

As a Senior Office Administrator, you will play a key role in ensuring the smooth operation of the school's administrative functions. This role offers a flexible working arrangement, ideal for individuals looking to balance professional responsibilities with personal commitments.,

• To lead main reception and student services reception staff on a day to day basis in managing the school's administration workload;
• To support the PA to Head of School and Customer Service Manager in ensuring customer service and administration is of the highest standard, To support the PA to Head of School and Customer Service Manager on a day to day basis to manage the school's administration workload;
• To lead Main Reception on a day to day basis in managing the school's administration workload;
• To ensure that the office is covered at all times during normal hours and special event days.
• Organise the deployment of tasks, rotas and duties within the school's general school office and reception. Participate in the conduct and completion of these activities;
• Attend meetings to produce accurate minutes;
• Organise relevant meetings including liaising with third parties;
• Send out whole school communications;
• Proofread communications prior to issue;
• Process relevant reports and correspondence; organising and presenting information in a variety of formats;
• Facilitate excellent communication and liaison with the team and with general school staff.
• Efficiently and effectively manage the reception including dealing with visitors and students and to provide a general support service within the school.
• Oversee the distribution of post and messages
• Provide a first aid support service in coordination with support staff: On call Team and general staff.
• Ensure the switchboard is effectively, professionally and politely managed, including the taking of messages - referring calls on an appropriate.
• To undertake HR + Recruitment administration as led by the Customer Service Manager
• Provide a security screening and monitoring service of visitors to the school.
• Be able to cover Reception and Student Service Office when required;
• Compose and edit correspondence;
• Meet and greet visitors as necessary;
• To open and sort mail and pass to the relevant member of staff;
• Making sure telephone callers and visitors receive a professional response and are dealt with by the appropriate person;
• To arrange hospitality for meetings;
• Maintain stationery supplies for the office.
• Ensure the Sale of School Uniform is administered from the Office at all times.
• Stock control and management of Uniform, including the running of the Uniform Shop
• To assist with the administrative side of the ParentPay system.
• Assist in all general enquiries.
• Set up new staff and maintain existing members of staff on the telephone system in liaison with other departments;
• Assist with the recruitment administration and processes in accordance with procedures to ensure that all necessary paperwork is completed within the required timescales.
• Ensure the completion of the Heads Newsletter and the weekly staff bulletin;
• To be familiar with the basic duties within the school.
• To receive incoming telephone calls, deal with queries and pass on messages.
• To liaise and deal with queries from staff, students, governors, parents and all other visitors to the school and be prepared to undertake any relevant task if and when the need arises;
• To resolve complaints in line with policy;
• To support with First Aid as required;
• Other reasonable duties as required by Manager;

Additional Responsibilities

• Adhere at all times to the school code of conduct
• Attend team and staff meetings.
• Attend and participate in open evenings.
• Uphold the school's behavior (Values for Success Policy) and Uniform Policy)

Key Organisational Objectives

• The postholder will contribute to the academy's objectives in service delivery by:
• Following Health and Safety requirements and initiatives as directed.
• The academy is committed to safeguarding and promoting the welfare of children and young people and we expect all staff to share their commitment
• Ensuring compliance with GDPR.
• At all times operating within the school's Equalities policies, demonstrating commitment and contribution to improving standards of attainment.
• Adopting Customer Care and Quality initiatives
• Contributing to the maintenance of a caring and stimulating environment for young people