Administration Assistant

Package Description

The school prides itself on its warm and welcoming community, inclusive of all staff.  Our teaching staff work alongside the operational teams to ensure the smooth running of the school.  We value the contribution of all team members. 

Through involvement in the co-curricular programme all those who work with us can bring their passions to work. Developing our talent is important to us.  Access to training and professional development is available and encouraged.

Our reward package includes:

• Enrolment into generous DC pension (11% employer contribution)
• Access to onsite gym
• Employee Assistance Programme
• Employee Benefits Programme including discounts to a number of major retailers, holiday, electric car and cycle to work schemes, as well as health and well-being option
• A three course lunch is provided during term time 

The Role

We are seeking to expand our Operations team with The Edinburgh Academy and are recruiting for an Administration Assistant, which will have dual reporting lines split equally between the Development Office and HR.

The successful candidate will provide database, event, research and general administrative support within both teams, as well as with recruitment activity for the HR team. 

The position will suit an enthusiastic team player, who has an excellent proactive work ethic together with the ability to work independently as required. To be successful the candidate will enjoy multi-tasking while working in a busy school environment.

Main Responsibilities

Key tasks in supporting the Development Office team include:

Database

• Updating the alumni database, including ownership of the Leavers – staff and pupils – details.
• Ongoing maintenance of the database; cleaning data to ensure accuracy and usage for mailing files and communications to the wider community.
• Extrapolating data and preparing reports, mailing files as required.
• Upload to, and management of, the Events module and the gift module including the Direct Debit portal.

Events

• Supporting the Alumni Relations Officer in the preparation of event communications, set up and follow up with guests.

Research

• Supporting the Development and Alumni Relations Manager in understanding the guests attending events and meetings.

General Administration

• Point of contact for the school for Alumni and for general queries.
• Scanning, filing of paperwork.

Key tasks in supporting the HR team include:

• Assisting with the recruitment process, including uploading roles to our talent management system, collating applications, scheduling interviews and communicating with candidates
• Co-ordinating the on boarding process for new colleagues, including gathering references, checking right to work and ID documents, liaising with internal stakeholders to ensure appropriate induction process is in place
• Assisting with payroll preparation
• Updating and maintaining People Systems, including employee database and benefits platforms
• Providing general day-to-day administrative support to the HR team, including maintaining calendars, co-ordinating meetings, preparing documents and other tasks as required

The Ideal Candidate

We would like to hear from you if you have:

• Strong organisational skills
• Excellent interpersonal and communication skills
• Highly proficient with MS Office, including Excel, Word and Outlook
• Experience of maintaining databases and running reports
• Excellent literacy and numeracy skills
• An eye for detail
• Experience of working in a school office environment (ideal, not essential)
• A willingness to learn other ICT packages
• A love of working as part of a busy team
• Flexibility and a willingness to learn new skills

About the school/organisation

The Edinburgh Academy is a fully co-educational school. The School consists of a Senior School, Junior School and a Nursery Department. The School is a member of HMC. The Edinburgh Academy moved to full co-education across the whole school in 2008. The Junior and Senior Schools are on separate sites, both of which have spacious grounds and sports facilities including extensive playing fields, an all-weather sports area, and a large Sports Hall and Centre.