Administrative Assistant - Custom Programs

Strong organisational skills and attention to detail
Excellent phone etiquette and communication skills 1 years’ work experience in administration & customer service

Job Overview
We are seeking a diligent Administrative Assistant to join our team in a fast-paced office environment. The ideal candidate will be proficient in various administrative tasks and possess excellent organisational skills.

Working Hours: 37.5 hours a week Monday – Friday, 7.5 hours per day. This role requires flexibility and adaptability. It will require evening and weekend work seasonally, particularly in the summer months.

Position Summary:

Working within the Custom & Experiential Programs Office to assist with coordinating 30 customised programs from US institutions, typically faculty-led university programs that take place mainly during the summer (May–August), at Harlaxton College each year. Custom programs are a major business area for Harlaxton and range in duration, subject matter, and support, but always the priority for these programs is to deliver a high-quality experience of the United Kingdom and of Harlaxton that fits the needs of the client. This role acts as the main booking agent and administrator for all stages of managing these programs from initial enquiry to budget management to logistics to on-the-ground support.

Responsibilities

• Manage, in conjunction with Custom & Experiential Programs Manager, custom programs finances, including individual program budgets and overall yearly profit and loss reporting
• Create and manage contracts and deadlines for each program
• Organise external logistics for programs once confirmed; this includes booking transportation (coaches, minibuses, trains), accommodation (hotels and hostels), and a wide variety of activities (tours, visits, museum admission, etc.)
• Manage internal processes for ensuring quality experiences at Harlaxton for each group, which includes liaising with all other areas of the Harlaxton team
• Act as the primary contact pre-departure and on-site for program leaders and students
• Collaborate with the Custom & Experiential Programs Manager to delegate responsibilities during busy season

Requirements

• Highly organised, detail-oriented, proactive individual who is able to prioritise well and work with many moving pieces
• 1 years’ work experience in administration & customer service
• A team player who excels when working on own initiative
• Willingness to collaborate, share and seek ideas and input from others, work flexibly and adapt to changing circumstances in a positive and calm manner
• A highly professional and dedicated attitude to the performance of duties with a strong sense of discretion and confidentiality
• An appreciation and respect for diverse cultures, opinions, and values
• An excellent communicator, both written and verbally with great motivational skills and the ability to adapt messaging to different audiences
• A good problem solver and who is able to think on their feet
• Computer literate; good experience of Microsoft Office Applications (Teams, Word, Excel, PowerPoint, Outlook)

Job Type: Full-time

Pay: £25,000.00-£27,000.00 per year

Education:

• A-Level or equivalent (preferred)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• English (required)

Licence/Certification:

• Driving Licence (preferred)

Work authorisation:

• United Kingdom (required)

Location:

• Grantham (preferred)

Work Location: In person

Application deadline: 06/09/2024