Admin Manager in London

Elevated Minds CIC was formally established in April 2019 to challenge the disproportionate levels of Black Heritage children excluded from mainstream education by facilitating and delivering early intervention services and providing this work through educational provisions. We deliver socio-emotional skills development programmes; combined with mentoring and coaching to young people and their families.

Elevated Futures Education:We recognise that for many of our students, the journey through mainstream education has been challenging. Elevated Futures Education exists to be the “reset” button. We are a school where anxiety is understood, sensory needs are respected, and potential is unleashed. Our provision is built on the belief that we do not merely manage needs; we discover talent.

OUR FOCUS

Elevated Minds Mission Statement: We envision a world where young people and their families are equipped and empowered to know who they are identify their purpose and raise their aspirations.

Where other organisations might work with more mainstream pupils, we work with children both ends of the spectrum, those who are gifted and talented and those who are considered hard to reach, vulnerable and over-represented in the justice system. We work in primarily Black communities, in deprived boroughs of South London, where youth violence and criminality is high. We do not shy away from working with complex communities that usually do not receive deep-rooted life-changing support. We aim to tackle the disproportionate levels of Black Heritage children suspended or permanently excluded from mainstream education, by facilitating and delivering early intervention services.

Elevated Futures - Our Philosophy

Underpinned by the insights in Autism a Superpower – An Awakening and The Dynamic Development Plan, we have created an environment that moves away from the static “maintenance” of Special Educational Needs towards dynamic progression.

We champion the Dynamic Development Plan (DDP) as the spine of our school. This strengths-based blueprint ensures that every teacher, therapist, and support worker is aligned with one goal: the child’s growth.

Job Description:

We are recruiting for a motivated Business Administrator with strong leadership skills and a thorough understanding of business operations to join our small but growing team. This is an exciting and varied role which includes overseeing all our business administration, providing a Personal Assistant role to the CEO and receptionist duties, in an environment where we work closely with young people and members of the community. No two days are the same.

Extensive admin experience, attention to detail and ability to manage own workload are essential. (This job requires you to support the CEO by leading and coordinating the day-to-day administrative duties of Elevated Minds CIC & Elevated Futures Education under the direction of your Line Manager).

Responsibilities:

Personal Assistant Essential Skills

• Discretion and trustworthiness – regularly party to confidential information
• Excellent oral and written communication skills
• Organisational skills and the ability to multi-task
• Ability to be proactive and take the initiative
• Flexibility and Adaptability
• Tact and diplomacy
• A sound knowledge of standard software packages and the ability to learn company-specific software if required.

PA Role:

• Act as a first point of contact for dealing with emails and phone calls.
• Manage the CEO’s diary and inbox on an ongoing basis to ensure her time continuously reflects current priorities and responds to emerging needs.

Business Administrative Manager JD

• To exercise complete discretion when dealing with issues of confidentiality and sensitivity
• Make appointments for CEO ensuring there are no clashes. Arrange travel, visas and accommodation, and occasionally travelling with the CEO to take notes or dictation at meetings or to provide general assistance during presentations.
• Organising events and conferences in collaboration with the CEO and senior Elevated Minds / Elevated Futures staff.
• Implementing and maintaining procedures/administrative systems.
• Liaising with staff, suppliers and clients.
• Collating and filing expenses.
• Support the CEO in preparing for meetings – compiling pre-reads, planning preparation time and written/verbal briefings from email and team correspondence, and putting together presentation material. Attendance at some meetings will be required, including Directors’ meetings, Governors meetings face-to-face and virtual meetings.
• Coordinate Directors’ and Trustees meetings - create agendas, take minutes and distribute them to all Directors before the subsequent meetings. Help to determine how questions and topics are prioritised across the year.
• Play a strategic role in balancing competing priorities to ensure that the CEO gives sufficient time to the organisation’s objectives.
• Support delivery of cross-organisational projects focusing on topics such as team development, ways of working, culture and values.
• Support CEO and senior EM / Futures staff with financial reporting.
• Create, update and manage sponsor, client and employee paper and digital records, including contacting potential sponsors and funders.
• Support bid writing. Carrying out background research and presenting findings.
• Taking responsibility for budgets under the advisement of the COO/CEO.

Admin and Receptionist Role:

• Answering and directing phone calls to relevant staff Monitoring and responding to emails and online enquires
• Acting as main point of contact within the office
• Set up and prepare meeting room for CEO
• Taking meeting notes and distributing the meeting agenda
• Preparing documents for meetings and business trips
• Send out information to our clients to support our activities
• Good knowledge of computer packages, i.e. word, excel, power point, Canva , Mailchimp
• Filing, printing and scanning duties
• Ordering and taking stock of office and kitchen supplies
• Being a point of contact for a range of staff and external stakeholders
• Create and update company Standard Operating Procedures (SOP)
• Create, update and manage client and employee records
• Update and manage company CRM (Customer Relationship Management)
• Processing and directing mail and incoming packages or deliveries
• Networking
• Being ready for any other administrative tasks that are required
• To present the professional and welcoming face of Elevated Minds / Elevated Futures to all visitors, including telephone callers
• To manage queries from the general public with exemplary professionalism, ensuring that any messages or complaints are immediately forwarded to the CEO/COO
• To keep an overview of Elevated Minds / Elevated Futures’ calendar and events so information can be passed onto stakeholders, potential sponsors and partners, in an efficient and accurate manner
• To ensure that all visitors to Elevated Minds / Elevated Futures are signed in and out accurately and are issued with an appropriate visitor’s pass, as well as any relevant health and safety information
• To ensure young people attending Elevated Minds / Elevated Futures are signed in and out
• To maintain an exemplary professional environment at all times
• To exercise complete discretion when dealing with issues of confidentiality and sensitivity
• To ensure that Elevated Minds / Elevated Futures outgoing mail is in order and delivered daily to the post office and to ensure all correspondence received is managed efficiently and accurately, using the appropriate filing and dispersion methods as necessary
• To administer first aid as required (once trained)
• To keep Elevated Minds / Elevated Futures telephone extension directory up to date
• To ensure that the CEO/COO is fully briefed on any matters that have been brought to attention via reception
• To take messages from the answer phone and advise relevant parties
• Under the direction of the CEO and COO, undertake such other tasks that may be required to further the efficient running of the organisation
• To be responsible for own professional development, identifying training needs and requesting courses as appropriate
• A minimum of 3 years administrative experience
• A minimum of 24 months experience of working in a community/corporate business
• Excellent communication skills – both written and oral communication
• Experience of working with children and young people – including children and young people with ASD & ADHD
• Effective use of discretion and confidentiality when necessary
• Office management
• Accuracy and good attention to detail
• Self-motivated
• Great time management and ability to work to multiple deadlines
• Flexibility to prioritise and adapt to needs as they arise
• Ability to work as part of a team, as well as independently
• Other related duties as required.

Essential Interpersonal Skills

• Trustworthy
• Relationship building, especially with young people
• Non-judgemental and empathetic
• Approachable
• Ability to build rapport
• Passion and drive to support young people and the community
• Committed to personal development
• Ability to apply a coaching approach to the role and business as a whole

Education

• NVQ level 3-4 in Business Administration or equivalent
• Advanced Microsoft Office knowledge

Benefits and Training:

• As part of this role you will also receive detailed induction, opportunity to regular CPD and support to enhance your skills, as well as industry specific training where applicable.