Administrative Assistant

Office based, Cheltenham, 10am-3pm with 30 minutes unpaid for lunch.

CONTRACT

Part
-Time

REPORTS TO

SALARY DETAILS

£24,570 per annum (£14,742 pro-rated for 0.6 FTE

At Ecctis, our vision is to be the acknowledged global leader in the international qualifications and recognition arena. Our mission is to be the preferred source of expert advice on the recognition and comparability of qualifications and skills internationally, building on our advanced research and our established knowledge and experience of education systems across the world. Ecctis delivers a wide range of services, products, and projects in the field of international education.

We help make sense of international qualifications and support a range of clients including individuals, universities, and colleges, awarding bodies and government ministries.

Ecctis is an Employee Ownership Trust. We do things a little differently from some other organisations. Every one of our employees has a voice and our people are highly motivated and committed. Our structure allows for our combined success as an organisation to be shared equitably across the Company. The trust is indirect, meaning that eligible employees are not shareholders directly, however they are held ‘in-trust’ by the Trust’s Board of Directors.

The purpose of this role is to help us to support with customer enquiries through various communication channels, and to provide a warm welcome and exceptional first impression to visitors; assisting with meeting arrangements; ensuring relevant procedures are followed; assisting with day-to-day administrative operations including handling of printing and posting of hard‑copy statements, and the issuing of e‑statements; and liaising with first aiders and fire wardens to organise rotas and upkeep of health and safety related information.

• Printing of Statements each day, ensuring our services are issued within Service Level Agreements and to a high level of accuracy
• Providing a friendly and efficient meet and greet service for visitors – ensuring visitor management procedures are followed and responding to the external intercom, including monitoring the daily visitor schedule on the visitor management system
• Managing inbound and outbound post, including document retention and uploading documents to customer accounts
• Monitoring and topping up supplies including papers / envelope stock, kitchen dry goods, and tea/coffee consumables
• Assisting with organising monthly rotas for first aiders and fire warden
• Managing inbound deliveries
• Supporting with the triaging of and responding to customer enquiries using a range of written communication channels
• Supporting Office Manager as required

• Abide by the Company’s policies and procedures, and actively promote with the team
• Abide by the Company’s Health and Safety policies and procedures, whilst giving consideration to your own health and safety and that of colleagues
• Any other reasonable duties as required

• Strong verbal and written communication skills
• Committed to maintaining a supportive and respectful business culture
• A supportive and co-operative team member
• Ability to take initiative, and ownership of goals and personal development
• Comfortable with a fast‑paced environment
• Embraces change and continuous improvement
• Strives to deliver an excellent service, considering individuals and contractual requirements
• Self‑motivated
• Responsible for own workload and ensuring deadlines are met
• Flexible approach to work, open to supporting other areas of the business as required

• Experience in greeting customers / visitors face to face
• Ability to interact with all levels of staff / visitors
• Experience working in a busy environment, balancing a varied workload effectively
• Experience in accepting deliveries with small amounts of manual handling

• Minimum level of Level 3 qualifications such as A-level, Level 3 NVQ / National Diploma including maths and GCSE English

• 25 days annual leave plus swappable bank holidays, as well as additional 3 days gifted for the Christmas office closure
• Life assurance of 3 × basic…