Administrative Assistant

Reed Business School is looking for a dedicated and detail-oriented Administrative Assistant to their team in the Cotswolds.

• Call Management: Answer incoming calls, direct them as required, and manage the generic email inbox. Address queries or redirect them to the appropriate person.

• Post: Management of all incoming and outgoing post using and updating the Franking machine.

• Visitor Reception: Meet and greet visitors to the Business School, manage sign-ins, issue badges, ensure their comfort, and inform relevant staff of their arrival.

• Operational Support: Assist the Operations Manager with visitors and contractors. Produce weekly catering numbers and lecture room timetables.

• Front Desk Support: Serve as the first point of contact for students and visitors, providing support for queries related to classrooms, accommodation, and general needs.

• Management Information System: Set up Offerings and Registers on the MIS system Prosolutions. Work with the timetable (QV)

• Accommodation Management: Handle all incoming accommodation forms for students, tutors, and visitors and entering 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.

• Student Information: Send out student communications, i.e. Joining Instructions, accommodation details, updates, newsletters etc working with the timetable.

• Course Material Management: 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.

• RSR Coordination: Act as the point of contact for RSR, booking classrooms and accommodation, and ensuring all requirements for classroom setup and meal arrangements are noted.

• Tutor Support: 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.

• Sales Enquiries Management: Handle incoming sales enquiries, update Salesforce, and forward them to the relevant person or sales team.

• Student Support: Diarise and send Good Luck cards to students before key exam sittings. Assist with booking student exams for all awarding bodies.

• Exam Invigilation: Assist with exam invigilation preparation as needed and complete invigilation exams with the required awarding bodies.

• Safety Checks: Conduct weekly fire alarm checks, ensuring any issues are raised promptly with the management team.

• Classroom Setup: 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.

• Weekend Work: 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

Proven experience as an office administrator, receptionist or relevant role.

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

Experience of a MIS system, such as Prosolutions, desirable.

Understanding of the accountancy sector desirable but not necessary.