Personal Assistant to Directors - Loughborough, United Kingdom - Woodside Group

Description

Woodside Group

Group Personal Administration Assistant

08:30-16:00pm, Monday to Friday, Term Time

At Woodside we specialise in educating young people with an Autism Spectrum Condition (ASC) and know that by putting each individual at the centre of their learning journey, we are able to craft a unique and fulfilling experience for each student that will allow them to independently contribute to society, embrace life long learning and achieve without a ceiling.

Our support roles play an integral role in managing day to day administrative and operational activities, creating an efficient and safe environment for our staff and students to operate in.

We're excited to share a new opportunity for an experience Personal Assistant/Administrator to join our growing Admin team.

This is a diverse role that will support the Directors to execute their day to day activities, whilst contributing to the daily operations of the Admin team.

Role Purpose:

To be a point of contact for all incoming enquiries into Woodside Group Administration team and to be an ambassador for the brand and its standards, whilst also providing a first class PA service to the Directors of Woodside.

Skill Requirements:
Essential
Drive, resilience, confidence, initiative, resourcefulness, calm under

Personal pressure, common sense and an ability to manage ambiguity.

Attributes Ability to build rapport & trust quickly with both students & staff.

Essential qualifications,
A good level of Maths & English (Grade C or above) technical skills A good level of IT skills (1year+ practical experience)
& experience
3-5 years' experience in an Administrative/Assistant role

• Ability to communicate with internal and external stakeholders at all levels
• Resourceful, practical and intuitive
• Highly organised
• Trustworthy
• Agile
• Ability to work autonomously within a team
• Experience in a school environment

Desirable

• PA Experience
• A Level or equivalent in Business Studies
• Degree or equivalent in Business studies
• Experience of working in a SEND school
• Business Administration qualification

Reviewed:
March 2023 1


Next Scheduled Review:
March 2024


Document Owner:
Director of Operations


Woodside Group

Group Personal Administration Assistant

Key Responsibilities (including but not limited to):

PA Responsibilities:

• Undertake project administration work as and when requested by Directors of Woodside Group such as site moves, site openings, HR related projects
• Provide diary and appointment management, controlling access to Director time
• Booking meetings and appointments when requested
• Communicate daily agendas to Directors ahead of time
• Visit different sites and schools where necessary
• Manage confidential post and ensure it gets to the appropriate Director

General Admin:

• Answering and dealing with all telephone calls to the main Woodside Group number, taking messages and transferring calls where appropriate.
• The timely transfer of messages to the appropriate person, within a maximum SLA of 1 hour.
• Sign visitors in and out and issue a visitor badge each day
• Photocopying
• Manage room bookings
• General data entry
• Filing
• Manage deliveries, ensuring they are signed for and signed out by the relevant member of staff.
• Take post to the post office
• Take notes at Disciplinary, Grievance and Capability investigations/formal hearings, as requested.

Woodside Group

Group Personal Administration Assistant

Employee lifecycle responsibilities:

• Process staff DBS renewals every 2 years in line with Woodside Group Recruitment policy and update the Single Central Register
• Process requests for changes to contractual terms and conditions and issue confirmatory letters.
• Create new contracts of employment upon receipt of a contract request form

GDPR responsibilities:

• Complete data cleanse for leavers
• Scan and upload new starter paperwork
• Maintain high standards of confidentiality and discretion in all dealings with Director related activity

Safeguarding responsibilities:

• Control access to the school in line with the school's safeguarding (visitor) procedures, including signingin visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and safety procedures
• Be alert to unknown individuals on the premises and report any concerns to your Line Manager.
• Contribute to the safety of children and young people and protect them from harm
• Demonstrate a commitment to safeguarding and promoting the welfare of children

Health & Safety Responsibilities:

• All employees are responsible for ensuring they take every reasonable action to keep themselves and everyone in the school environment safe and well.

Safeguarding:

• Woodside is committed to Keeping Children Safe In Education. Part of this position requires you to work closely with vulnerable young people, reporting to Designated Safeguarding Leaders pertinent informati