Business administrator

Responsibilities

• Meet and greet visitors to the company in a friendly, courteous and professional manner, ensuring they are directed to their correct destination
• Answer all incoming telephone calls in a professional manner, direct calls to the correct destination
• Take messages when appropriate and ensure they are delivered without delay
• Open the appropriate incoming mail and distribute all mail to relevant departments each morning
• Distribute all internal posts to correct departments without delay, prepare outgoing mail each day
• Ensure all required stationary is ordered on the 25th of each month, including other items e.g - toilet rolls, hand towels, tea, coffee, milk etc.
• Ensure all relevant letters pertaining to learners are sent out on the day requested, e.g - attendance, open days, disciplinary, moving on and general information
• Ensure that positive progression paperwork is chased up and forwarded to the F/L senior administrator on the day that it is received and the learner file updated accordingly
• Prepare learner start dates and accompanying learner start letters
• Contact learner placement to confirm weekly attendance and update
• Ensure all non-attendance is chased up, and contact logs updated by 10:00am every day
• Ensure session registers are ready on a daily basis for each tutor
• Ensure the bursary payment spreadsheet is sent to the accounts department at the end of each week
• Ensure all new starts are accurately inputted onto the PICs system
• Ensure all review dates and attendance are inputted onto the PICs system for each student
• Ensure all audits are carried out on learner files within the required timeframe and appropriate staff are informed as to any anomalies that require correction
• To ensure that all learners, staff and visitors have signed in and records are filed away at the end of each day
• Undertake general copying, typing and filing duties
• To ensure that a sufficient stock of stationery is kept on site and that staff sign for any items taken out of the stationery cupboard
• Prepare induction packs for the Study Programme as instructed, ensuring that timescales are met
• Co-ordination of room booking system at the Willenhall centre
• Maintain supply of Study Programme documentation

• Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
• Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others  work. Maintains records and files, handles confidential information in compliance with the organisation s procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation).
  
  Manages resources e.g. equipment or facilities. Organises meetings and events, takes…