Administrative Coordinator

We have registered an exciting opportunity for an thorough and organised Administrative Coordinator to support vital members of the senior leadership team. If you’re friendly, have excellent attention to detail and thrive on being the go-to person for support, this could be the perfect role for you!

Administrative Coordinator Responsibilities

This is an all-encompassing role that will have you doing everything from diary management to minuting committee meetings, document management to pastoral student support. Your duties will include but are not limited to:

Support for Senior Management

• Diary management and scheduling of appointments.
• Admin tasks such as expenses, creating surveys, arranging travel and accommodation, reconciling finance statements, creating posters and presentations etc.
• Minute take at committee meetings.
• Document control of policy documents, issuing reminders of policy updates, formatting documents.
• Managing email inbox, preparing routine correspondence and drafting responses on behalf of the management team.

Pastoral Support

• Arrange staff to provide relief cover for boarding houses, ensuring timely and accurate information is provided to the Payroll Officer.
• Act as a mentor for individual students when requested, providing on-to-one opportunities for guided support in areas such as time management, personal organisation, and development of interpersonal skills.
• Provide support to the boarding Day Duty team in the event of staff absence or instances of unusually high need.
• Be a member of the Safeguarding team (training will be provided), overseeing administrative use of CPOMS, attending pastoral meetings (both boarding and pastoral), and coordinating minutes to ensure appropriate audit requirements are met.
• Arrange safeguarding training for all staff in liaison with the HR teams, maintaining accurate records, creating completion certificates etc.
• Provide basic cover in the College nurse’s office when necessary, supporting students and issuing medication in line with protocols.
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Administrative Coordinator Rewards

As well as joining a relaxed and friendly team who welcome collaborative working within an open and inclusive environment you can benefit from:

• Term time working - meaning you get lots of annual leave! (please note you will need to work 3 additional weeks over the summer holidays - usually one week at the end of the summer term and two weeks prior to the start of the academic year). You will not be able to take annual leave during term time.
• Free lunches during term time.
• 10% employer contribution Pension scheme
• Life Assurance cover
• Cycle to work scheme
• Employee Assistance Programme
• Free onsite parking

The Company

Our client offers higher education services within Oxford.

Administrative Coordinator Experience

This is an excellent opportunity for an organised, friendly individual who has a fine eye for detail, accuracy and getting the job done to the best of their ability. Day time tasks will vary - no two days will be the same, so they require someone who has a can-do attitude, has demonstrable experience of working in admin support, or coordinator roles and thrives on being the go-to point of contact.

You will be an excellent communicator who can adapt your communication style in accordance to your audience, always responding positively with tact, sensitivity and awareness. It is essential that you are proficient with the use of all MS Office packages and are educated to A-level or equivalent.

Due to the environment, this role would suit an individual who has a passion for education and supporting young people's learning. Whilst experience of supporting students with pastoral needs is not essential it is highly desirable for this role, as your role and responsibility will cross over into student support and mentoring where applicable. It would also suit someone who would like to venture into a PA role as this role requires some PA support duties to the senior management team, however previous PA experience is not essential to the role.

Location

OX2, Oxford - Please note, there is no parking on site.

Key information

This is a full time, permanent position working 35 hours per week (8.00am-4.00pm is preferred, but there is some scope for flexibility).

Please note this is a term-time only role. Some out-of-hours working may be required occasionally, as well as some bank holiday working when these dates fall on dates during college term time.

You will be required to work on site at the college, there is some flexibility for occasional working from home days, however it is integral for this person to be office based to support multiple teams.

Interviews will be face to face with the 3 members of the Senior Management Team that you will be supporting. This will consist of a 30 minute written task likely to be an organisation task, a tour of the setting and a 45 minute panel interview.

Parking can be provided, however you may need to initially join a waiting list to gain a space, so it's best to think of alternative options until this can be provided.

Our client are hoping to hire someone as soon as possible, interviews are likely to take place in the next week or so before the team break up for the summer..

There will be a 6 month probationary period. The successful candidate will be subject to an Enhanced Disclosure of criminal background check from the Disclosure and Barring Service (DBS) before their start date.

How to Apply for this Administrative Coordinator role

Please apply online with an up-to-date CV. Should you have any questions about your application please get in touch with Recruitment Consultant, Jade Lawrence, (url removed) or (phone number removed)

Allen Associates is a leading recruitment company in Oxfordshire recruiting for Marketing, Finance, Human Resources and PA/Administrative roles. Allen Associates operates as an Employment Agency for permanent recruitment and an Employment Business for temporary recruitment. For more information on current vacancies please visit (url removed) and follow us on Twitter, LinkedIn and Facebook. For our latest vacancies follow our Jobs on Twitter