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Job description

Company Administrator

At Focal Point Training we design and deliver solutions that help organisations create more respectful and inclusive working environments. We are very excited to be looking for an experienced administrator to join the Support Team, someone that already has experience working in a remote, self-employed admin or PA role.

Job Purpose:

To provide a range of administrative services to the Focal Point Team and clients and maintain the highest standards of service in line with business plan goals. This is a work from home role.

Reporting structure:

The role reports to Support Manager – Stephanie Cresswell.

Each project will involve

• liaising with the support manager and the appropriate director, programme manager or facilitator
• working with other members of the support team to provide a seamless service
• liaising with the client and the facilitator in the logistical organisation of workshops, coaching sessions and programmes

Key tasks and responsibilities:

Training programme administration - responsibility for administrative elements including:

• Pre programme/workshop set up, including liaising with the client and facilitator on items such as room layout requests, transport & stationery for face to face sessions, or Zoom/Teams invitations for online. Other pre-programme/workshop set up can include sending participants pre-work, booking in 1:1 coaching sessions with the facilitator, creating programme overviews.
• Set up and management of assessment tools where needed
• Checking the formatting, spelling and consistency of tailored training materials (PowerPoint and Word docs)
• Producing materials within agreed timescales and to a professional standard
• Managing agreed follow up activities for a course/programme, including evaluation reports (this is often in the form of returned evaluation forms or Survey Monkey results)

Customer Relationship Management (CRM) administration including:

• Keeping contact details up to date on Zoho CRM database
• Keeping documents housed on MS Teams up to date

Company support

• Answering phone and taking/acting on queries
• Liaising with suppliers where needed to ensure smooth running of our systems and procedures (for example our website provider, CRM provider)
• Managing all activities and tasks in line with company policies and procedures
• Updating website content

Taking part in regular communication to discuss performance and update knowledge,

including:

• Attending regular team meetings
• Quarterly phone or virtual catch-up sessions with the Support Manager
• Weekly support team planning meeting – currently a 30 minute Teams meeting on a Monday morning at 9:45am.
• Annual review

Undertake any other duties that may reasonably be requested, appropriate to the responsibility of the role.

Person Specification

Essential – please read

• experience of working in a PA or admin support role on a self employed basis
• substantial experience of working in a home based role as part of a “virtual” team
• excellent knowledge of MS Office 365 – confident in using Outlook, PowerPoint, Word and Excel
• can demonstrate a very strong eye for detail
• ability to plan and organise effectively, with an emphasis on being able to respond to tight deadlines
• ability to think on feet and respond quickly and effectively to a changing situation
• can demonstrate a strong focus on customer service
• willingness to learn about the business and proactively ask questions
• able to work in a collaborative way with other team members
• knowledge of setting workshops and meetings up on Zoom and MS Teams
• able to manage any tech issues when supporting participants to join virtual workshops and meetings
• able to provide support and be available with a range of hours during the working day and across the working week (not just weekends or evenings)
• based within easy reach of central London and/or Hampshire, in order to take part in occasional face to face team meetings and events

Desirable

• experience of running own business as a PA or VA
• experience of using a database/CRM would be an advantage
• knowledge of using interactive features on Zoom, MS Teams or other video conference platforms – such as breakout rooms and polls would be an advantage

The role is for a self-employed person paid at the rate of £12.00 per hour.

The role requires the administrator to be available across the week to respond to requests or emails in a timely manner. The hours are driven by the business and client need and are likely to fluctuate.

How to apply

In the first instance please submit two documents and then complete one assessment test:

• a CV detailing your work experience
• a summary of how your experience and skills match the requirements in the job description and person spec. Your summary should be around 300 words and have an emphasis on providing examples and evidence of your suitable skills and experience in line with the person specification. To submit this please add it as a word document or PDF in the 'Supporting Documents' section before submitting your application or email it directly to [email protected].
• you will also receive an assessment created by Indeed which tests your attention to detail, this must be completed before the application deadline of midday on the 9th May when applications close.

We will use these to shortlist who we would like to meet for an interview. Only CVs that are accompanied by a written Summary, and a completed skills test can be considered.

Interviews (run virtually via Teams or Zoom) are will be taking place on w/c 15th May with Stephanie Cresswell (Support Manager) and Tracy Powley (Director of Operations).

Thank you for your interest in our Company Administrator role at Focal Point. www.focalpointtraining.com

http://www.linkedin.com/company/focal-point-training-and-consultancy-ltd

https://twitter.com/focalpointuk

© Focal Point Training and Consultancy Ltd 2023

Job Type: Freelance

Salary: £12.00 per hour

Benefits:

• Work from home

Schedule:

• Monday to Friday

Work Location: Remote

Application deadline: 09/05/2023
Reference ID: Company Administrator Focal Point Training
Expected start date: 12/06/2023