Administrative Assistant – Part-Time (22.5 hours per week)

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LOCATION

Office based, Cheltenham, 10am-3pm with 30 minutes unpaid for lunch.

CONTRACT

Part -Time

REPORTS TO

Enquiries Service Centre Team Leader

SALARY DETAILS

£24,570 per annum (£14,742 pro-rated for 0.6 FTE

About Ecctis:

At Ecctis, our vision is to be the acknowledged global leader in the international qualifications and recognition arena. Our mission is to be the preferred source of expert advice on the recognition and comparability of qualifications and skills internationally, building on our advanced research and our established knowledge and experience of education systems across the world. Ecctis delivers a wide range of services, products, and projects in the field of international education. We help make sense of international qualifications and support a range of clients including individuals, universities, and colleges, awarding bodies and government ministries.

Ecctis is an Employee Ownership Trust. We do things a little differently from some other organisations. Every one of our employees has a voice and our people are highly motivated and committed. Our structure allows for our combined success as an organisation to be shared equitably across the Company. The trust is indirect, meaning that eligible employees are not shareholders directly, however they are held ‘in-trust’ by the Trust’s Board of Directors.

Purpose of role:

The purpose of this role is to help us to support with customer enquiries through various communication channels, and to provide a warm welcome and exceptional first impression to visitors; assisting with meeting arrangements; ensuring relevant procedures are followed; assisting with day-to-day administrative operations including handling of printing and posting of hard-copy statements, and the issuing of e-statements; and liaising with first aiders and fire wardens to organise rotas and upkeep of health and safety related information.

Key responsibilities:

  • Printing of Statements each day, ensuring our services are issued within Service Level Agreements and to a high level of accuracy
  • Providing a friendly and efficient meet and greet service for visitors – ensuring visitor management procedures are followed and responding to the external intercom, including monitoring the daily visitor schedule on the visitor management system
  • Managing inbound and outbound post, including document retention•
    Uploading documents to customer accounts
  • Monitoring and topping up supplies including papers / envelope stock, kitchen dry goods, and tea/coffee consumables
  • Assisting with organising monthly rotas for first aiders and fire warden
  • Managing inbound deliveries
  • Supporting with the triaging of and responding to customer enquiries using a range of written communication channels
  • Supporting Office Manager as required

Other

  • Abide by the Company’s policies and procedures, and actively promote with the team
  • Abide by the Company’s Health and Safety policies and procedures, whilst giving consideration to your own health and safety and that of colleagues
  • Any other reasonable duties as required

Person Specification

  • Strong verbal and written communication skills
  • Always maintains professionalism
  • Committed to maintaining a supportive and respectful business culture
  • A supportive and co-operative team member
  • Ability to take initiative, and ownership of goals and personal development
  • Comfortable with a fast-paced environment
  • Embraces change and continuous improvement
  • Strives to deliver an excellent service, considering individuals and contractual requirements
  • Self-motivated
  • Responsible for own workload and ensuring deadlines are met
  • Flexible approach to work, open to supporting other areas of the business as required

Skills required

  • Experience in greeting customers / visitors face to face
  • Ability to interact with all levels of staff / visitors
  • Experience working in a busy environment, balancing a varied workload effectively
  • Experience in accepting deliveries with small amounts of manual handling

Education and qualifications:

  • Minimum level of Level 3 qualifications such as A-level, Level 3 NVQ / National Diploma including maths and GCSE English

Employee benefits

  • 25 days annual leave plus swappable bank holidays, as well as additional 3 days gifted for the Christmas office closure
  • Life assurance of 3 x basic salary for members of the pension scheme
  • Vitality Private Health and BUPA Dental Care Scheme with employee contribution
  • Enhanced maternity pay
  • Employee Assistance Programme
  • Cycle to Work Scheme

Please note: All applicants must hold a current permit or visa showing their right to work in the UK. The onboarding process will include Basic DBS screening Ecctis

This role profile is intended to give an overall indication of the duties and responsibilities of this role but is not exhaustive and the job holder may be asked to perform other duties, which reasonably align with the general remits of their role and level of responsibility.

Employee ownership trust:

As an Employee Ownership Trust, we do things a little differently from some other organisations. Every one of our employees has a voice and our people are highly motivated and committed. Our structure allows for our combined success as an organisation to be shared equitably across the Company. The trust is indirect, meaning that eligible employees are not shareholders directly, however they are held ‘in-trust’ by the Trust’s Board of Directors.

EDI statement:

Ecctis Ltd is committed to fostering a culture of inclusivity and connectedness. The core of our work involves working internationally with individuals all over the globe with different backgrounds. In recruiting for our organisation, Ecctis Ltd is an Equal Opportunities Employer, and welcomes the unique contributions you can bring; therefore, we specifically welcome applicants of all backgrounds, regardless of race (including colour, nationality, and ethnic or national origin), sex or gender, gender reassignment, sexual orientation, religion or belief, age, marriage or civil partnership, pregnancy and maternity, or disability. We recruit purely on merit and skills.

Our Values

People and Culture