Job Description
Role: Apprentice Office Administrator CEO team
Offer type: This is a Fixed term position for 18 months
Salary: £24,075
Location: This is a remote role based remotely
Qualification: Business Administration Level 3, delivered by SCL (https://www.wearescl.co.uk/)
NCS Trust is an equal opportunities employer, embracing diversity and inclusion. At NCS we respect and value differences in people and all hires are made on merit.
We particularly welcome applications from people who are Black, Asian, or from an ethnically diverse background, or people with disabilities, as these groups are currently underrepresented in our leadership.
We are committed to improving equality of opportunity in the workplace and are a signatory to the Race at Work Charter from Business in the Community, the Prince’s responsible business network; and the Disability Confident Committed employer scheme.
Role Context & Purpose
The role will work closely with the EA and PA team, providing general administrative support across the CEO Office function, to include tasks such as redirecting post, creating meeting minutes and agenda templates, general Google Drive support (i.e. keeping all filing up to date), tracking Board and Sub-Committee tasks and actions, assisting with the coordination and organisation of meetings (i.e. booking catering, travel) and light touch diary management.
This role will be pivotal in the central support function of the organisation, and in time can grow and evolve to support at a higher level as required.
Key Activities:
- Provide light touch cover for the PA’s when required, to include basic diary management and some general inbox management
- Help to track Board and sub-committee timelines, tasks and actions
- Help to organise and coordinate meetings, to include Board meetings. This will involve booking catering, Board members’ travel (and Trust members’ travel), meeting rooms and some expense claim administration when applicable
- Redirecting the Trust’s post to the relevant team or staff member
- Tracking and updating the CEO team holiday planner
- Happeo (the Trust’s intranet) coordinator: take the lead on keeping the CEO team’s intranet page up to date and relevant
- Creating meeting minutes and agenda templates
- Minuting the weekly stand up: light touch minuting and action tracking
- Researching and presenting information relevant to a specific topic, for example producing a biography ahead of a meeting
- Raising Barclaycard Precision Pay cards and Purchase Orders
- Other tasks as required, within the ability of the employee’s knowledge and skill set
Role Specific Skills
- Possess good attention to detail and good organisational skills
- Flexible and willing to help
- The ability to plan ahead and work to deadlines
- Building relationships both internally and externally, particularly within the CEO team
- Good communication skills
- The ability to anticipate logistical requirements, or to ask when unsure
- Build an understanding of “who’s who” within the organisation and their job roles, thus being able to, i.e. filter post (some of which is both sensitive and time sensitive) to the correct team or team member
- Utilise platforms such as YouTube to learn from training videos if required, to self-teach and grow Google Suite knowledge (Google training will also be provided)
- Seek opportunities for self development, such as attending internal training and keeping abreast of what is happening within the organisation
- The ability to act with integrity, confidentiality and professionalism
- Good knowledge of Google platforms, or the ability to learn quickly and accurately
- Proactive with strong organisational skills and an eye for detail
- Tenacious and resilient with a can do approach and a continuous improvement mindset
- Good written and verbal communication skills
- Ability to confidently use your own judgement and make decisions in order to prioritise and challenge, with the knowledge that you will always have a senior team member to run ideas and thoughts past
- Flexible to meet the needs of the team
- Comfortable within a remote working setting
Measures of success (how will we know the person is performing well?)
- Strong organisational skills and the use of initiative to plan ahead for events and meetings, for example presenting options for catering and meeting venues ahead of time
- The ability to be a very good team player, anticipating and offering support where needed
- Very good attention to detail; ensuring dates, names, email addresses, meeting titles etc. are correct
- A confident communicator with all levels of stakeholders, to enable self development and relationship building
Experience & Qualifications
Desirable:
- Experience in a similar role, whether remunerated or voluntary
- Experience working on a school/college project
- Knowledge of Google Suite or the ability to learn quickly and accurately
Our benefits include:
- 28 days annual leave in addition to Bank Holiday entitlements.
- 5 Volunteer days
- Enhanced Maternity/Paternity/New parental (Subject to 1 year of service) pay
- Life Assurance
- 24/7 access to an Employee Assistance Program
- Access to a self-directed learning and development platform
- Access to a national discount platform, shared with one family member
- Discounted Eye Care
- Cycle to work scheme
- You can request flexible working after 26 weeks of employment
- Well being days
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