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PA to Executive Director & Administrator- LSJS

  • Location: NW London
  • Sector: Administration
  • Salary: Depending on experience
PURPOSE OF POST
LSJS aims to train and develop school teachers, rabbis and educators as well as delivering innovative, game-changing Jewish education programmes for young and old. We offer a wide-ranging Adult Education programme, on-campus and distance learning degree programmes as well as a range of teacher training courses. The Administrator is responsible, as part of the Administration Team, for helping to ensure the Central Office provides high quality administrative support to meet the needs of the institution. 

Line Manager: Head of Operations
Hours of work will be: 9am – 5.30pm Monday – Thursday inclusive, 9am – 1pm Fridays in the winter and 9- 3:15pm Fridays in the summer plus one hour per week during term time in the evening.

RESPONSIBILITIES
1.    Central Office General Activities
a.    Assist with customer care processes, ensuring a good student experience of LSJS.
b.    Assist with the production of relevant source materials for LSJS lecturers.
c.    Assist with IT support for all the LSJS PCs on the Campus (with backup from external support company).
d.    Update and maintain the database as required.
e.    Assist with the external lettings of LSJS facilities.

2.    Central Office Specific Responsibilities
a.    Organise travel and accommodation arrangements for overseas visiting lecturers and dignitaries.
b.    Co-ordinate additional lecturing engagements for visiting lecturers/ scholars.
c.    Support the administration and logistics for the annual teachers’ conference and other major events.
d.    Co-ordinate ordering of Central Office stationery and supplies, liaising with office equipment suppliers as required, in conjunction with the Head of Operations.

3.    Distance Learning Degree Student Specific Responsibilities:
a.    Support the application and interview processes for the Distance Learning degree programmes.
b.    Be the point of contact for students applying for the Distance Learning degree programmes, provide advice and information from the point of enquiry through to interview acceptance or rejection.
c.    Assist in supporting Distance Learning students prior to their course start and during their studies, in particular with matters relating to the online platform, ‘Moodle’.
d.    Assist with keeping the LSJS webpages concerning the degree programmes up to date with relevant information, in conjunction with the Marketing Manager.
e.    Assist with maintaining a database of student applications, monitoring numbers, offers made, number of acceptances, qualifications etc.
f.    Assist with the co-ordination of the assessment and course evaluation procedures.

4.    Act as the PA to Executive Director:
a.    Diary management –  book meetings, telephone calls, arrange other engagements for and on behalf of Executive Director and other designated senior members of staff, as required.
b.    Act as the first ‘port of call’ for the Executive Director – answering and screening phone calls, taking messages, answering emails, etc.
c.    Act as the liaison between the Executive Director and the rest of the senior team and other professionals (both internal and external), as required.
d.    Take minutes at meetings, when appropriate, including meetings of the LSJS directors/trustees.
e.    General administration and secretarial work for the Executive Director, including all fundraising and director/trustee correspondence.

5.    General
a.    Manage and be on the office evening registration rota at least once per week during term time.
b.    Assume administrative duties on up to 3 Sundays per year (if required).
c.    Assume administrative duties on other weekday evenings or weekends as necessary (time-in-lieu will be applicable here).
d.    To undertake such duties within the remit of this post as may be assigned by the Executive Director of LSJS.

PERSON SPECIFICATION

Experience and knowledge:
•    A good general level of education.
•    Excellent communication skills, both oral and written. 
•    IT Literate.
•    A knowledge of the Jewish community (not essential).
•    Previous PA and office management experience (desirable).

Skills and abilities:
Essential 
•    Excellent skills in office IT systems, including Outlook and MS Office applications such as Word and the ability to deal with changing office technologies.
•    An ability to act independently when the situation demands it.
•    Proven ability to develop good working relationships with the colleagues, students, lay leaders, supporters and donors and the wider community.
•    The ability to work collegially with a wide range of people, internal and external to LSJS.
•    High levels of professionalism, self-motivation, and organisation, and an ability to manage complex issues effectively.
•    High standard of literacy and ability to draft correspondence and minutes.
•    Attention to detail in working on reports, correspondence, etc.
•    Ability to work on a variety of tasks at the same time, to organise and prioritise own work and that of other colleagues, including coping with unpredictable volumes of work and busy periods.
•    Good judgement and the ability to acquire new skills quickly.
•    Evidence of tact and discretion in dealing with confidential or sensitive matters.
•    Ability to deal effectively with a wide range of people, to work as part of a team, and to liaise with colleagues where work interests overlap.
•    Excellent telephone manner and interpersonal skills.
•    Experience in student administration in a university, higher education and/or teacher training environment (desirable).