Company Administrator

Job Description

Are you great at organising, planning, and getting things done in the right way and at the right time? Do you love talking to people in person, on the phone or on social media? Do you get a kick out of creating a system for doing something and making sure it’s done? Do you make lists, arrange neat piles, file things alphabetically, keep notes of everything on your device so you always know what needs to be done and by when?

Are you also someone who is very good with IT and quick at solving all sorts of problems? Do you enjoy being busy and being at the centre of things? If so, then joining the specialist training provider for the creative industries for the Midlands could be just the job for you.

Your job will be running all the administration systems that help us deliver our learning programmes, events, and projects. In any one week this will involve the smooth running of the enrolment and induction of new apprentices; meeting young people and completing the essential paperwork for their qualification; auditing learner files and making sure that every bit of paperwork is there and in the right order; keeping accurate electronic records on our Management Information Systems and paper records; talking to clients and passing on questions; helping out at events and arranging our careers workshops.

We are looking for an enthusiastic and dedicated individual with experience in business administration and office work, and who will thrive on making our administration run smoothly. If from reading this advert you can see yourself in this role then check us out and apply.

Purpose of this Role

Deliver all aspects of the administration of the company in order to help the team deliver the business of the organisation.

Key Results:

1. Ensuring compliance requirements are met, all learner records are accurate and up to date both electronically and in paper files. All data must be accurately recorded and stored and pass audit. This will involve accurate and detailed filing, record keeping and data entry. Familiarisation with school / college management information systems will be an advantage.
2. Manage and lead on the enrolment and induction process. By taking a proactive, organised, and supportive approach to the enrolment and induction process, you can learn set new apprentices up for success and ensure a positive, smooth start to their journey.
3. Support the internal and external communications. This will involve preparing emails, letters and reports, answering the telephone as well as meeting clients and young people. You will be the company’s first point of contact.

 Responsibilities

1. Keeping accurate electronic and hard copy records of all learners from initial enquiry through to completion.
2. Familiarisation with management information systems such as those used by schools, colleges and learning providers is an advantage.
3. Creating and updating a variety of weekly reports and analysing the data.
4. Administering information on a variety of relevant data systems.
5. Keeping accurate and up to date records, using excel, and databases.
6. Filing paperwork in folders in alphabetical order.
7. Preparing correspondence such as letters, emails, reports.
8. General reception duties e.g., taking phone calls/messages, transferring to appropriate team member.
9. Taking minutes of meetings and typing up.
10. General photocopying, printing, scanning, postage tasks.
11. Gathering together workshop materials and other resources.
12. Organising and booking seminars and training sessions.
13. Organising meetings and sessions for enrolment & induction process.
14. Organising and invigilating a variety of exams.
15. Delivering online and in-centre enrolment sessions with new apprentices.
16. Using a variety of systems for End-Point Assessment to upload apprentice completion documents.
17. Processing certificates and certificate queries.
18. Contacting and researching information for the team.
19. Sending out communications to all potential and existing learners/employers.
20. Ordering and maintaining stationery and equipment.
21. General housekeeping around the office.
22. Ensuring all workspace areas are kept clean and tidy.
23. Booking travel and accommodation.

Skills Required

1. Good attention to detail is an absolute must.
2. Experience in administration and therefore be able to follow set procedures and work within guidelines.
3. High degree of computer literacy, ideally familiar with Microsoft office, e-mail, databases and website content management systems and school / college type management information systems.
4. Organised with good time management skills.
5. The ability to work on their own initiative. Managing tasks and time in a complex working environment. 
6. Reliability and being able to present a professional image for the organisation.
7. Excellent communication and interpersonal skills, face-to-face, on the telephone.
8. Excellent customer service skills.
9. To maintain appropriate working relationships with staff, colleagues, and other external partners.
10. To be willing to learn and try new skills.
11. To be willing to be involved in professional development and other training.

Qualifications Required

You will need to have at least Grade C or above GCSEs in English, Maths and IT and ideally a relevant business administration qualification. Qualifications are important but not as important as showing you can do the job and you have the following personal qualities.

1. Organised and Efficient
2. Bright and Articulate
3. Professional attitude and manner
4. Good communication skills
5. Flexible
6. Determined to succeed

Accountability

The line Manager is the Programme Manager. The post holder is expected to complete all the essential training and comply with the company’s Equality and Diversity, Health & Safety and Safeguarding policies.

Other Important Information:

You will also need to:

Complete a DBS check and a new certificate may be required, and the cost will be met by yourself.

Comply with the Data Protection Act.

Undertake professional development suited to the post including Health & Safety as all duties and responsibilities must be carried out with due regard to our Safeguarding and Equality and Diversity Policies.

To participate in the staff review process and to provide regular reports on work progress and any other requests for information about work performance.