Administration Assistant
Location: GB, LND, London
Employment type: Full-time
Required education: Unspecified
Function: Administrative
Salary range: 17000-19000
Company profile: Arrival Education is a social enterprise that transforms the life prospects of young people from disadvantaged communities by equipping them with real skills, knowledge and belief that underpin success. We empowers young people to take action on issues affecting their lives by raising their personal, educational, and social development through our award winning development programmes. Our ambition is to be the best youth development organisation in the UK, providing exceptional support for our young people, our school clients and our corporate partners.
Description: Supporting the empowerment of young people from disadvantaged communities We are rapidly expanding and looking for a motivated, highly effective Administrator to support our core team functions, and be a key member of an exciting organisation that delivers cutting edge projects for young people.Job DutiesArrival Education (AE) delivers programmes to school age young people with poor academic attainment from challenging life circumstances.  The Administrator will provide support in 3 key areas:Assisting the Programme Co-ordinator with the organisation and scheduling of AE programmesAssisting the Coaching Programme Manager with the organisation of AE’s coaching programmesAssisting the Senior Talent Development Managers with the organisation of AE’s workshopsIn addition, the Administrator will manage general office admin and take on ad hoc tasks as required by the team.Support with Programme SchedulingThe delivery of AE’s programmes is a complex logistical process, involving the co-ordination of schools, freelance Facilitators, AE staff, venues and guest speakers. The whole process requires great interpersonal skills, an excellent level of attention to detail and you need to be confident dealing with last minute changes.Your responsibilities include:Managing the bookings, maintaining the office calendar and updating AE’s Excel spreadsheet ensuring accurate and up to date recordsLiaising with venues and completing booking formsResearching potential new venues and carrying out risk assessmentsCo-ordinating with Facilitators to get regular updates on their availability and entering this to a spreadsheetManaging availability  and responding to queries from external guest speakers as their point of contact Supporting the Coaching programmeThe coaching programme is a leadership and development programme which works with Corporations such as Investec, GSK, Skanska and Endemol, and matches them with students from AE’s Success 4 Life programme to work together in a coaching capacity. The Administrator will work with AE’s coaching lead, supporting them with the organisation of the coaching programmes. You will need to be confident at working to a corporate standard.Your responsibilities include:Processing DBS applications (formerly CRB) by communicating with prospective coaches, politely and professionally chasing when necessary, arranging to check the documents and keeping all records up to dateLiaising with the Coaching Programme Manager to schedule various coaching sessions (coaching briefings, coaching training, Ice Breakers) by emailing specific groups of people and checking their availability, and accurately updating relevant calendarsUpdating our in-house database (ACT) with new coaches contact details and student relationship detailsPreparing materials for upcoming sessions. Supporting the AE Workshop programmeAE provides a number of opportunities for our students to develop the skills and attributes to become successful.  Our workshops focus on a range of different topics, and are hosted by our corporate partner organisations. The Administrator will support with the organisation of these workshops. You will need to be persuasive and able to communicate effectively with young people.Your responsibilities include:Managing student invitations via our database (ACT)Monitoring all responses and ensuring that the bookings do not exceed the set limitManaging the waiting list for additional students who do not apply in time, and booking them if a space becomes availableSending out reminder emails to students booked on to the workshops to ensure attendance is highEmailing a delegate list to the host companyPreparing materials as requested by AE’s DirectorCreating and sending a feedback survey to the students post-workshopCollating responses and updating student ‘credits’ accordingly (students are awarded credits for participating in workshops). General office supportThe Administrator will support with the general smooth running of the AE office.Your responsibilities include:Answering the main switchboard and taking messagesOrdering stationery and ensuring that stationery invoices are passed to FinanceEnsuring the stationery and storage cupboards are kept tidyEnsuring that other office and kitchen supplies are kept well stockedPicking up post and distributing to staff / taking post downstairs at end of day.
Requirements: Skills and QualificationsYou are likely to be educated to degree level, although for the right candidate this is not essential.  You will be an excellent proactive organiser and administrator, with at least one year of experience in a similar role.Essential:High attention to detailExcellent verbal communication and written communication skills – ability to chase information and responses whilst remaining polite at all timesExcellent organisation and administration skills - must be able to stay on top of lots of ‘moving parts’ – e.g. ensuring the correct communication goes out at the correct times with outcomes recordedAbility to prioritise and manage a wide range of tasksAbility to plan ahead and create simple work plans to ensure that deadlines are not missedAbility to take instruction and then execute tasks with confidenceAbility to handle repetitive tasksAble to create processes and systems to ensure the smooth running of tasksHighly proficient in Microsoft Office with touch typing speed of 45 words per minute.Advantageous:Experience of office managementExperience in managing high volumes of bookings for eventsExperience of working in an educational environment or a social enterprise / charity.Personal Characteristics:Personable and friendlyFlexibleCalm and unflappable‘Can do’ attitudeGood humouredProactiveConfident
Benefits: As a growing organisation there are excellent professional / personal development opportunities, as well as career progression opportunities. 
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