Job Overview
Based in Bath (with occasional working from home) our Client Liaison & Administration Manager is a varied and dynamic role in our growing Elac team. You will play a key part in supporting our Senior Leadership Team (SLT) in managing relationships with our international partners, while also overseeing the internal administration of our programmes to ensure they run smoothly and efficiently.
Key Responsibilities
* Liaison with clients: Correspond with international partners on a regular basis providing them with information.
* Manage individual clients from first contact to arrival, providing necessary documents and information, and organising travel arrangements.
* Prepare and send welcome letters to individuals.
* Meet potential, new and existing agents in the UK or abroad, to show them around different centres or to develop better relations with them.
* Attend fam trips where necessary
* Database: Produce quarterly QUIC reports and Annual Declaration for English UK/British Council
* Staff recruitment: Be involved as required in the recruitment, interviewing and training of new administration staff.
* Line manage the administration team and any casual summer office staff.
* Operational support and Integration Programmes: liaise with schools to set up and organise these programmes.
* Other: From time to time, to get involved in specific projects.
Management responsibilities.
Administration oversight
* Data inputting: enrolling students and hosts onto the enrolment database. Creating visa letters, group lists and host profiles to send to agents. Training will be given.
* Assisting in the planning and preparation of material prior to the summer (e.g. making up folders, updating first aid kits, ordering equipment).
* Excursion bookings: (pre-summer and Short Stay Courses) making bookings by email/phone for excursions.
* Operational support: Find accommodation for leaders, teachers and other Elac staff throughout the year (via homestay co-ordinators where necessary).
* Database: Develop and produce reports to support staff
* Train and support new staff in the use of IT systems.
Bath Study Centre:
* Oversight/delegation of office maintenance routines:
Milsom Street Facilities and Lettings:
* Management of Milsom Street facilities and building including purchasing stationery, resources and services that may be required.
* Maintenance of classrooms and IT facilities:
* Arranging room hire with external clients, invoicing at agreed rates and terms.
Ensure all staff within Milsom Street are:
* aware of all relevant health and safety policies and procedures and that the policies and procedures are updated in line with current legislation.
* Review and update Health and Safety Policy annually.
* Ensure that all accident and incident folders are kept updated in line with current health and safety legislation and RIDDOR.
* Ensure Fire Regulations are adhered to and all fire escapes kept clear. Arrange the twice yearly fire alarm and fire extinguisher testing in accordance with Fire Regulations.
* Ensure all signage and equipment is regularly maintained
Appointed First Aider for Milsom Street
Fire Marshall
Cleaning co-ordination with the cleaners
Qualifications
Essential
* GCSE's
* Good level of English and Maths
* Good level of IT literacy.
Desirable
* A-levels and/or a degree
* First Aid Certificate
* Child Protection Training
* Full driving licence.
Experience
Essential
* Admin experience
* Previous experience working in a
* busy office environment
* Ability to multi-task and prioritise effectively
Desirable
* Staff line management
* Previous experience working with international clients
Skills
Essential
* Ability to work under pressure
* Ability to work to deadlines
* Excellent communication skills (both written and verbal)
* Forward planning
Desirable
* Keen eye for accuracy
* Highly organised
* Strong leadership skills
Personal Qualities
Essential
* Calm under pressure
* Flexible to adapt to role/hours (seasonal element to the role)
* Excellent telephone manner
* Professional appearance to inspire confidence
Desirable
* Outgoing and sociable
* Confident
Pay and Conditions
Salary range for this position is £28,000 to £31,000
* Pension scheme offered
* A generous holiday entitlement is part of the contract
* We offer an opportunity to work in a creative, innovative and dynamic environment where there are opportunities for growth & professional development.
Safeguarding Commitment
Elac prioritise the welfare of children. All employees must:
* Provide two professional referees and two proofs of ID
* Read and follow our safeguarding policy
* Undergo reference checks and explain CV gaps
* Complete an enhanced DBS check (paid by Elac) or equivalent Police check
* Ensure they have access to the Policies
* Present original certificates and documents upon arrival
Job Types: Full-time, Permanent
Pay: £28,000.00-£31,000.00 per year
Work Location: In person