Administrator
* £34,610 - £37,462 per year
* 24 Days holiday
* Contributory pension scheme: 6% employer, 4% employee
* Employee Assistance Program
* Private health care through Vitality
* Enhanced maternity, paternity, childcare and sick pay schemes
Location: Oxford, Oxfordshire
Hours:
* * 35 hours per week
The Administrator will staff the main office, ensuring that the program operates well on a day-to-day basis and that it provides a warm welcome to students, staff, and visitors. The Administrator will manage the program's financial operations, ensuring that bills are paid, accounts and ledgers are kept, and that the institution follows the advice of its bank and accountants.
The Administrator will run the program's HR, organizing the recruitment and onboarding process, maintaining staff records, and making sure that employment is conducted in accordance with the highest possible standards. This is a wonderful role for a proactive, precise, and professional person who is looking to build their career in a small and friendly educational setting.
The role of Administrator:
* Take primary responsibility for manning the main administrative office
* Share telephone & door answering with other staff members
* Deal with incoming/outgoing mail and deliveries and maintain Post Book
* Arrange parking/access as necessary
* Answer/refer general enquiries appropriately, including information requests, admissions queries, etc.
* Process complete applications upon notification
* Oversee student arrivals and orientation set-up
* Assist Academic Staff in planning and implementation of orientation sessions
* Make appropriate administrative and catering arrangements for various external and in-house events/orientations and be available for events if requested (events may be outside normal working hours)
* Create, maintain, and update Handbook (practical information), in-house records/databases, and website
* Create room booking sheets and allocate for teaching and events
* Obtain and record academic engagement/register information
* Flag any issues arising with academic staff
* Set up and maintain the Absence Book, and ensure availability for reference Process incoming/outgoing invoices, expenses, and claims
* Prepare, submit and process monthly payroll information to external service provider
* Prepare, distribute and process self-employed tutors' claim forms or invoices in accordance with information provided by academic staff
* Pay in/withdraw funds from bank as necessary
* Prepare and provide internal books/ledgers and financial information and deal with matters arising
* Minimise expenditure where relevant, but in all cases having regard to best practice, law, and regulatory requirements
* Administrate and reconcile company commercial credit card account
* Prepare and update any internal financial policies
* Assist in the preparation, recruitment, interviewing, and appointment of new staff
* Obtain required information and set up new starters
* Collate, process, and deal with other HR-related queries and maintain personnel records, seeking professional employment advice when required
* Advise and write amendment to contract letters as/when directed by the principal
* Provide occasional HR/Payroll support
* To provide basic cover in the absence of the Facilities and Maintenance Co-ordinator, ensuring that one of the pairs is present whenever possible
* To undertake other duties appropriate to the post, on a temporary or permanent basis, as may reasonably be required by the needs of the business
The ideal Administrator:
* Good qualifications (minimum to A-level) which demonstrate a high degree of literacy and numeracy
* Demonstrable experience of running an office/small organization successfully
* Proven knowledge and experience of financial matters, including elements such as making payments, keeping records, and ensuring compliance with internal policies and the law
* Experience of recruiting, interviewing, and appointing new staff, including setting up new starters
* Some knowledge or experience of the higher education environment, especially in Oxford and/or the USA
* A high degree of accuracy and attention to detail, ensuring that the most important tasks are completed to the highest possible standards
* The flexibility to adapt to and juggle a wide range of tasks, prioritizing as appropriate
* The ability to build and maintain good relationships with a wide range of people, including students, staff, tutors, and independent service providers
* Excellent IT skills
* The ability to communicate effectively and politely to everyone
* Having the self-motivated drive that enables a person to work independently as part of a very small team