Job Description: Administrative Assistant
- Location: Dover Street, Cambridge
- Job Type: Full-Time
- Reports To: Managing Director
Role Overview:
The Administrative Assistant will serve as the primary personal assistant to the Managing Director, handling a wide range of administrative tasks to support the smooth daily operation of the language school, Online A-Level school, and exam centre. The role involves coordinating between students and teachers, scheduling classes, managing communications, and supporting the Director with administrative and organizational responsibilities. The Administrative Assistant will also manage candidate registrations, support university applications, and assist with logistical and IT-related tasks to ensure the seamless delivery of online learning and exams.
Key Responsibilities:
1. Personal Assistance to the Managing Director:
- Provide high-level personal administrative support to the Managing Director, including managing their calendar, scheduling meetings, and preparing documents.
- Handle communications on behalf of the Director, including responding to emails, drafting correspondence, and acting as a liaison between the Director and staff.
- Assist with planning and coordinating the Director’s engagements and special projects.
- Organize and prioritize the Director's tasks, ensuring timely completion of key initiatives and operational goals.
2. Class and Exam Scheduling:
- Organize and manage the scheduling of classes, exams, and meetings between students and teachers.
- Coordinate with teachers, invigilators, and examiners to ensure all classes and assessments are well-organized and run smoothly.
- Ensure that students receive their schedules promptly and that any changes are communicated effectively to all relevant parties.
3. Administrative Support:
- Manage the registration process for students and exam candidates, ensuring that all information is accurately recorded and processed in a timely manner.
- Perform general administrative tasks, such as maintaining student records, filing, answering phone calls, and responding to emails.
- Provide logistical support on exam days, including room setup, distributing materials, and managing candidate registration and ID checks.
4. Office Management:
- Oversee the day-to-day running of the office, ensuring it is well-organised, clean, and equipped with necessary supplies.
- Manage external contractors and suppliers for any required office repairs, maintenance, and cleaning services.
- Coordinate with service providers to ensure timely repairs and upkeep of office equipment and facilities.
5. University Applications Support:
- Assist students in gathering necessary documents, such as academic records, personal statements, and recommendation letters for university applications.
- Ensure university application forms are completed accurately and submitted in a timely manner.
- Apply for student accommodations, liaising with universities and housing providers to secure suitable options for students.
- Handle enquiries from students, parents, and external partners related to the application process and travel arrangements.
6. Customer Service:
- Act as the first point of contact for students, parents, and exam candidates, providing detailed information on course offerings, exam schedules, and registration procedures.
- Respond promptly to all student and parent enquiries, ensuring a high standard of customer service.
7. IT Support for Online Classes and Exams:
- Troubleshoot minor IT issues related to the online learning platform, exam software, and audio visual equipment used for classes and exams.
- Ensure that all technology, including computers, projectors, and sound systems, is fully operational before classes and exams.
- Maintain an inventory of IT equipment and coordinate any necessary updates or repairs to ensure seamless operation.
8. Data Entry and Reporting:
- Manage data entry tasks to maintain up-to-date records of student enrolments, exam results, and teacher schedules.
- Prepare regular reports and summaries for the Director and Programme and Operations Manager to support decision-making.
9. Liaison and Coordination:
- Act as a liaison between students, teachers, parents, and external partners, ensuring that all communications are clear and deadlines are met.
- Work with universities, exam boards, and other stakeholders to ensure that all student applications and documents are processed efficiently and accurately.
10. Ad Hoc Tasks:
- Take on additional responsibilities as they arise, such as assisting with special projects, events, or unforeseen operational needs.
- Respond quickly and efficiently to urgent tasks and support various teams as needed to ensure smooth operations across all areas of the school.
Key Requirements:
- Previous experience in an administrative role, preferably within an educational or exam centre environment.
- Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and ensure the smooth flow of operations.
- Excellent communication skills, both written and verbal, with the ability to liaise professionally with students, teachers, parents, and external stakeholders.
- Strong attention to detail, particularly when managing student records and completing university applications.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience using online platforms or CRM systems.
- Basic IT skills, including troubleshooting common hardware and software issues related to online learning platforms and exam technology.
- Familiarity with the university application process and student accommodation services is desirable.