Office Administrator and PA to Founding Director.

INSTITUTE FOR ARTS THERAPY & EDUCATION; London; Hybrid; GBP 100,000 - 125,000; Part time

Job summary

An esteemed arts therapy institution in London is looking for a part-time Office Administrator to support their administrative team. The role involves handling initial enquiries, assisting the Founding Director with lectures, and maintaining the office environment. Strong interpersonal skills and proficiency in Microsoft Office are essential for this position. The ideal candidate will have experience multitasking and a willingness to work collaboratively. This is an office-based role with one remote workday per week.

Qualifications

• Experience of multitasking in an office-based environment.
• Excellent interpersonal skills and strong written and spoken English.
• Familiarity with managing multiple priorities.

Responsibilities

• First point of contact for initial enquiries via phone and email.
• Administrative and academic support to the Founding Director.
• Facilitating travel arrangements and conducting academic research.

Skills

Multitasking in an office environment

Interpersonal skills

Strong written and spoken English

Proficiency in Microsoft Office 365

AI utilization for task optimization

Education

Degree (preferable)

Tools

Databases

Microsoft Office 365

Job description

The Institute for Arts in Therapy & Education (IATE) is one of London’s most prestigious independent therapy training institutions, with over 30 years of standing. The organisation has recently moved to Sugar House Island, Stratford, E15, to beautiful and bespoke premises.

This is a part-time role, five mornings a week. Office based for four days in Stratford, with Wednesdays working remotely. This is a pivotal role within the administrative team, with responsibility for office oversight, administrative duties to the Founding Director and COO and providing ad hoc support to academic colleagues.

DUTIES AND RESPONSIBILITIES:

The Office Administrator is the first point of contact for all initial enquiries, whether by phone or by email, and will take initiative to triage these enquiries to other staff members as appropriate. A thorough understanding of IATE’s training offer will be required.

They will offer administrative and academic support to the Founding Director in terms of preparing lecture notes and then designing as PowerPoint slides. Administrative duties will include facilitating travel arrangements, conducting academic research and ensuring all paper-based materials are prepared for designated lecture dates. They will also be responsible for minute taking for senior level management and Board meetings. An ability to prioritise varying work demands is important.

They will have access to IATE’s website and be able to make minor adjustments to content and text, as instructed by management.

They will ensure maintenance and upkeep of the office environment in terms of ordering supplies and responding quickly to any urgent office requirements such as the fixing of equipment (e.g. printers). The Office Administrator will need to ensure the office is well-stocked at all times.

PERSON SPECIFICATION:

The candidate will need experience of multitasking in an office-based environment, and have excellent interpersonal skills and strong written and spoken English. They will need to be proficient in using databases, Microsoft Office 365 and an ability to understand the various complexities of the different courses that IATE offers. It is also recommended that the person in role uses AI appropriately and for certain tasks where it can optimise efficiency.

QUALIFICATIONS/AFFILIATED REGISTRATIONS:

A degree is preferable but not essential. What is most important is a willingness to work as a team player and an ability to prioritise work load efficiently.

HOW TO APPLY:

Please send your CV, with cover letter by an email via the button below stating how you are qualified and experienced to do this role.