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- Tasks: Join us as an Administrative Assistant, managing calls, emails, and visitor interactions daily.
- Company: Reed Business School is a leading institution in the Cotswolds, dedicated to education and professional development.
- Benefits: Enjoy a supportive work environment with opportunities for growth and flexible working arrangements.
- Why this job: Be the first point of contact, making a real impact on students' experiences in a vibrant educational setting.
- Qualifications: Previous experience in administration or customer service is essential; strong IT skills are a must.
- Other info: Some weekend work may be required, but it's shared among the team.
The predicted salary is between 24000 - 36000 £ per year.
Reed Business School is looking for a dedicated and detail-oriented Administrative Assistant to their team in the Cotswolds.
About the Role:
- Call Management: Answer incoming calls, direct them as required, and manage the generic email inbox. Address queries or redirect them to the appropriate person.
- Management of all incoming and outgoing post using and updating the Franking machine.
- Meet and greet visitors to the Business School, manage sign-ins, issue badges, ensure their comfort, and inform relevant staff of their arrival.
- Assist the Operations Manager with visitors and contractors. Produce weekly catering numbers and lecture room timetables.
- Serve as the first point of contact for students and visitors, providing support for queries related to classrooms, accommodation, and general needs.
- Set up Offerings and Registers on the MIS system Prosolutions. Work with the timetable (QV).
- Handle all incoming accommodation forms for students, tutors, and visitors and enter onto the MIS system. Update the rooming list and database promptly for sending out joining instructions, and ensure notes are updated for invoicing.
- Inform housekeeping and catering of any last-minute changes.
- Send out student communications, i.e. Joining Instructions, accommodation details, updates, newsletters etc working with the timetable.
- Order materials for all accountancy courses in a timely manner, maintain a log of stock ordered, dates, tracking numbers, updating MIS system etc. Sign off invoices and ensure returns are credited.
- Order CIMA aptitude tests and manage ACCA Hub allocations.
- Act as the point of contact for RSR, booking classrooms and accommodation, and ensuring all requirements for classroom setup and meal arrangements are noted.
- Book tutor accommodation, check the tutor has the correct IT equipment that it is compatible to use at Reed Business School, and when necessary, support admin with classroom and tutor set up prior to class starting.
- Handle incoming sales enquiries, update Salesforce, and forward them to the relevant person or sales team.
- Diarise and send Good Luck cards to students before key exam sittings. Assist with booking student exams for all awarding bodies.
- Assist with exam invigilation preparation as needed and complete invigilation exams with the required awarding bodies.
- Conduct weekly fire alarm checks, ensuring any issues are raised promptly with the management team.
- Collaborate with the Night Porter to ensure that classrooms are set up, all equipment is working and requested resources are available in advance of the session/class/meeting taking place.
- Some weekend work may be required, shared among the admin team, and limited to a few weekends a year.
- Any other tasks and activities as required, in line with the above job.
Qualifications:
- Proven experience as an office administrator, receptionist or relevant role.
Required Skills:
- Excellent customer service and written/oral communication skills.
- Ability to work under pressure and meet tight deadlines.
- Strong attention to detail and accuracy.
- Strong IT skills including Microsoft Outlook, Word, Powerpoint and Excel.
Preferred Skills:
- Experience of a MIS system, such as Prosolutions, desirable.
- Understanding of the accountancy sector desirable but not necessary.
Employment type: Full-time
Job function: Administrative
Industries: Education and Higher Education
Administrative Assistant employer: Reed Business School
Contact Detail:
Reed Business School Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administrative Assistant
✨Tip Number 1
Familiarise yourself with the specific software mentioned in the job description, like Prosolutions. If you haven't used it before, consider watching tutorial videos or reading up on its features to show your initiative and readiness to learn.
✨Tip Number 2
Brush up on your customer service skills, as this role requires excellent communication. Practise responding to common queries you might encounter in an educational setting, so you can demonstrate your ability to handle various situations confidently.
✨Tip Number 3
Network with current or former employees of Reed Business School if possible. They can provide insights into the company culture and expectations, which can help you tailor your approach during interviews.
✨Tip Number 4
Prepare examples from your past experience that showcase your attention to detail and ability to manage multiple tasks under pressure. Being able to articulate these experiences will set you apart during the interview process.
We think you need these skills to ace Administrative Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience as an office administrator or receptionist. Emphasise skills like customer service, communication, and attention to detail, which are crucial for the Administrative Assistant role.
Craft a Compelling Cover Letter: Write a cover letter that showcases your enthusiasm for the position at Reed Business School. Mention specific responsibilities from the job description that excite you and explain how your background makes you a great fit.
Highlight Relevant Skills: In your application, clearly outline your proficiency in Microsoft Office and any experience with MIS systems like Prosolutions. If you have experience in the education sector or handling administrative tasks under pressure, be sure to include that.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is essential for the role.
How to prepare for a job interview at Reed Business School
✨Showcase Your Communication Skills
As an Administrative Assistant, you'll be the first point of contact for students and visitors. Make sure to demonstrate your excellent verbal and written communication skills during the interview. Practice answering common questions clearly and concisely.
✨Highlight Your Attention to Detail
This role requires strong attention to detail, especially when managing post, updating databases, and handling accommodation forms. Be prepared to discuss specific examples from your past experience where your attention to detail made a difference.
✨Familiarise Yourself with Relevant Software
The job mentions the use of Microsoft Office and potentially a MIS system like Prosolutions. Brush up on your IT skills and be ready to discuss your experience with these tools, as well as how you can quickly adapt to new software.
✨Prepare for Scenario-Based Questions
Expect scenario-based questions that assess your ability to handle pressure and meet tight deadlines. Think of situations where you've successfully managed multiple tasks or resolved conflicts, and be ready to share those stories.
