Job Type: Permanent

Experienced Office Manager required to ensure the smooth running of the complete administrative functions of the company. 

The office is within a private household located on the stunning East Suffolk Coast.

Responsibilities

Summary of role

• Managing a small office
• Supporting the Principals in their professional endeavours
• Create complex international itineraries: liaise and book travel logistics
• Assist with bookkeeping using Xero
• Build positive relationships with clients’ companies senior management, PA’s and service providers
• Have excellent Microsoft Office and general IT skills with high attention to detail

International travel:

• Organising regular international trips for the director and his clients; booking cars, flights and hotel logistics, arranging foreign visas and any relevant insurance
• Liaise with all Middle Eastern hotel personnel to ensure requirements are understood
• Liaise with clients’ secretaries in relation to all travel logistics and agree confirmation of same
• Create initial and incorporate amendments to each trip’s programme (itinerary) with its myriad of detail
• Ensuring both Outlook Calendar and Outlook Contacts contain the correct details for each trip (checking both before the Director travels, and adding any updates after he returns)
• Reclaiming travel expenses from the client
• Updating briefing notes after each trip
• UK travel:
• Organise airport transfers in the UK for all trips, corporate or personal
• Book train tickets for UK travel (Trainline)
• Company administration:
• Proactively escalate any identified significant problems to the director, offering solutions
• Create, record, issue and monitor payment of investment-related invoices to clients (retainers or fees)
• Compose and format Word documents to an accurate and high standard
• Maintain electronic filing systems for efficient retrieval
• Liaise with IT and phone consultants to ensure all communication requirements are met; in conjunction with them, maintain and monitor all IT equipment
• Supporting two older users of IT who require regular help with basic tasks and troubleshooting across a range of devices
• Invoices payable: creating BACS payments (recording accurately for bookkeeping)
• Assist in bookkeeping by using Xero, working with the company’s external accountants
• Respond to the company’s accountants with their queries for Audit and FCA purposes
• Respond to the company’s Secretary for all AGM and Companies House matters
• Liaise with the company’s payroll providers for all payroll and pension issues
• Ensure the telephones are answered efficiently and any messages relayed promptly
• Maintain adequate supplies of office stationery
• Create documents (both electronic and printed, including binding where necessary). Liaise with a local printer for all professional printing requirements (e.g. family Christmas card)
• Opening, scanning and actioning the post; posting items
• WCL Christmas card: Creating digital image for email
• Family Christmas card: mailmerge address labels, prep for signing, post once signed
• Filing for the director’s personal affairs
• Arranging personal and family travel: booking tickets, creating itineraries
• Managing the Vodafone relationship
• Managing the Bupa relationship: getting authorisation numbers for treatment for various members of the family

40 hours per week – Monday to Friday with the option to work from home on a Friday

Good salary and bonus offered to the successful person who can provide excellent fully checkable references

ANNUAL LEAVE     25 working days

Car Driver and Non Smoker

Tel Jackie 07979 501997

A fantastic opportunity has arisen at one of Suffolk’s superb private schools.

The main focus of this position is to provide the Headmaster with a comprehensive administrative and secretarial support service so that they can undertake their role with maximum effectiveness.

Hours:

37.5 hours per week, plus 16 weeks out of term: mornings only

Salary:

£34,812 – £39,171 per year (The salary range prorated for term time)

Start date:

August 2023, Apply by 9 Jun 2023

The main responsibilities

• Oversee the management of reception staff to ensure smooth operation.
• Act as Clerk to the Governors.
• In liaison with the Registrar, manage the Headmaster’s diary and appointments in order to make the
  most effective use of his time.
• Attend weekly calendar meetings.
• Plan and organise internal and external meetings as required by the Headmaster, ensuring that
  appropriate information, facilities and refreshments are provided, and making travel arrangements if
  necessary.
• Deal proactively with all incoming and outgoing correspondence, including drafting letters and emails,
  in order to ensure that an appropriate and timely response is given to all communications, including
  parents.
• Prepare documents, reports and presentation materials, using appropriate software and ensuring that
  the quality of work produced is appropriate for its purpose and produced within required timescales.
• Maintain appropriate confidentiality at all times.
• Prepare and distribute daily minutes of staff briefings.
• Assist the HR Executive Assistant in formulating shortlisting and interview panels/schedules for all
  academic appointments.
• Liaise with the SMT annually to coordinate the review and update of policies.
• Assist the Headmaster in the appraisal cycle of academic staff, alerting staff of review meeting deadlines
  and collating all documentation.
• Assist the Headmaster with the annual review and preparation of the staff handbook.
• Coordinate annual census returns (DFE & ISC).
• Oversee the expansion of The OBH Society Directory.
• Assist in communicating with and organising events for The OBH Society.
• Line manage the Reception Secretaries, providing cover as and when necessary.
• Carry out Reception Secretaries’ annual appraisals.
• Identify training and further development for Reception Secretaries where necessary.
• Provide the Board with committee papers and take minutes where required.
• Assist the Committee Chairs in preparing agendas.
• Provide new Governors with appropriate induction materials.
• Ensure that Companies House and Charity Commission Trustees data are maintained.
• Marketing and external links, including public occasions
• Contribute to the positive promotion and marketing of the school in the local and wider community.
• Ensure that all prospective staff and callers to the school receive an efficient, professional, approachable
  and welcoming service, in line with the ethos of the school.
• Attend school events where appropriate, e.g. Open Days or performances.
•  Administrate the Classlist app.
• Assist with the proof-reading of all internal and external publications.

This job description should be seen as enabling rather than restrictive and will be subject to regular review.

For more information, please contact Jackie on 07979 501997 or Rebecca 07771 655879 / info@ruralrecruitment.co.uk