Operations and Administration Manager

Hamlin Knight
Leamington Spa
£35000 - £40000/annum 35 hour week, 25 days holiday, pensi
08 Jun 2017
08 Jul 2017
Contract Type
Full Time
Operations and Administration Manager
Leamington Spa
£35,000 -£40,000p/a

Deputise within the office in the Chief Executive's absence
Prepare the annual programme for consultation with the Chief Executive
Oversee the work of the Admin Team, managing the individual staff members as required; providing admin support to the Researcher; report any staff issues to the Chief Executive and/or Company Secretary as appropriate
Manage the Admin Team's coordination of the annual selection programme for new Scholarships ensuring delivery to time, budget and quality at all stages:
o Affiliation of new schools
o Student applications from affiliated schools
o Downloading / processing of online applications
o Development, printing and mailing of the candidates' aptitude exam paper
o Schools invoicing and financial statements
o Planning and delivering the UK-wide programme of interview events for student candidates, including liaison with venues, and being the lead at some of these events
o Providing Admin support to the Scholar-Sponsor matching process
Develop and maintain the online application and grading portal, including liaising with external contractors with regard to programming and maintenance of the portal
o Oversee the production of statistical reports and other database analyses on an adhoc basis, as required by the Chief Executive
o Prepare data for the Alumni Researcher to follow up, and oversee the updating of the database with new alumni information
o Liaise with external contractors with regard to programming and maintenance of the database.
Oversee the development and delivery of all the annual new Scholars' Awards Ceremonies with the support of the Scholars and Alumni Coordinator, Senior Operation Coordinator and Administrative Coordinator.
Manage the Admin Team's delivery of the programme of 'enrichment' events and Mentoring scheme for current Scholars
Manage the Admin Team's updating of on-line and hard-copy promotional literature
Recruit temporary staff on an ad hoc bases to meet programme delivery and support the Chief Executive in recruiting permanent team members
Conduct appraisals for each member of the Admin Team
Agree staff targets for each of the Admin Team with the Chief Executive to meet the 5 year strategy
Train temporary staff and provide on-going training for new staff
Oversee the maintenance of financial records and prepare for the annual audit including:
o liaising with the Company Secretary and finance team as appropriate
o coordinating and checking the annual invoicing of clients, ensure statements are issued monthly and all income is received in a timely manner.
o overseeing re-allocation of unissued funding

Other Duties
Health and Safety Representative
Fire Marshal
Quality Management

Interpersonal and Briefing Relationships Required:
Ensure a close working relationship, and regular briefing regime, with the Chief Executive and Company Secretary
Develop a strong working relationship with the Senior Operation Coordinator, Scholars and Alumni Coordinator and Administrative Coordinator with frequent mutual updates, to ensure smooth working across the team
Provide regular, top-level briefings to the team at fortnightly team meetings; ensure the Administration team takes minutes of these meetings and distributes to the team
Provide quarterly progress reports to the Chief Executive for Trustees' Board meetings
Develop rapport with the UK-wide team of Liaison Officers and the Teacher Working Group

Person Specification
Required Skills/Experience:
Have a "can do" attitude and be able to work in a deadline driven, busy environment as part of a friendly, motivated team
Familiarity with the use of computers and business software (especially Microsoft Office, Mail merge function and an advanced user of Excel and SQL / Relational Databases)
Ability to act as an Ambassador for their employer at public events including speaking to groups of 100+ people
Excellent organisational and communication skills
Ability to priorities and delegate work
Ability to train and impart knowledge effectively to new team members

Desirable Skills/Experience:
DBS clearance to enhanced level (if the appointed candidate does not yet have DBS clearance they will be required to undergo this at the start of the contract)
Knowledge of Secondary Education in England and/or other parts of the UK
CRM Skills
Event Management experience