Job Description

Office Coordinator

Reports to: Office Operations Manager

Location: West London (this is a face-to-face role supporting office functions Monday to Friday)

Contract: Permanent

Pattern: Full Time (9am – 5.30pm)

Closing date: 15/11/2023 at 10am

Interviews: w/c 20/11/2023

Salary: £28,600 to £30,000 (depending on experience)

About the role:

This is a great opportunity for someone to become part of our team, especially for someone eager to enhance their skills and gain firsthand knowledge from our Office Operations Manager.

We are looking for an experienced Office Coordinator to undertake a variety of day-to-day office and administrative tasks. You will be an integral part in ensuring that our office operations run smoothly and are successful in supporting other business activities.

The Office Coordinator will play an integral role in creating and promoting a welcoming, fun, and vibrant office culture. They will also support the Office Operations Manager in establishing and streamlining administrative as well as health and safety processes. We are looking for someone who is organised and experienced professional with exceptional communication skills. The Office Coordinator should feel at ease when interacting with individuals and possess the ability to perform administrative tasks with precision and efficiency.

We want to ensure the office operations are efficient and add maximum value to Ark Central as well as providing a welcoming environment to all Central employees.

Key Responsibilities:

• Develop and maintain good working relationships with suppliers and contractors
• Engaging with suppliers to achieve efficiencies within the supply chain
• Working with Office Operations Manager to support the continued compliance of the Health and Safety risk assessments and supporting any additional measures where necessary
• Supporting the Office Front Desk Coordinator with the escalation of any health and safety issues and resolving where possible
• Log and investigate any maintenance issues arising with office appliances
• Liaising with various departments to implement Office Management procedures and processes
• Collaborating with the Office Operations Manager on larger Office Management projects
• Ensuring timely payments of invoices and following financial procedures
• Using finance systems such as Concur to accurately file and approve invoices and purchase requests including raising purchase orders
• Ensuring filing systems are up to date and accurate
• Collaborating with the Office Front Desk Coordinator to implement effective administrative procedures
• Covering reception duties when necessary
• Supporting the wider Estates team with supplier set up and project assistance

Key Requirements:

• Proven experience as an Office Coordinator or in a similar role
• Outstanding written and oral communication
• Excellent customer service
• Knowledge of basic bookkeeping principles and office management systems and procedures
• Excellent knowledge of MS Office, and accounting software
• Working knowledge of office equipment (e.g., printers and franking machines)
• Organised with the ability to prioritise and multi-task
• Ability to work collaboratively
• Experience with reporting on facilities maintenance issues
• Attention to detail
• Flexible to a changing and developing role and environment
• Office move experience

View the full job description and person specification here 

About Ark

We’re an international charity, transforming lives through education. We exist to give every young person, regardless of their background, a great education and real choices in life. In the UK, we’re a network of 39 schools, educating around 28,500 pupils in areas where we can make the biggest difference and we’re recognised as one of the highest achieving academy groups in the country. We want to change the lives of children everywhere, not just in our own schools. So, we create and incubate Ventures designed not only to help pupils in Ark schools, but also to improve education systems.

You’ll be joining a group of like-minded, ambitious individuals who work collaboratively and are all committed to our core mission, that every child has the potential to succeed. Having just celebrated our 20^th anniversary, we are shaping our goals for the next 20 and there has never been a more exciting time to join us. 

Benefits

• 27 days annual leave plus bank holidays, rising with each year of service up to 30 days after 3-years’ service. This entitlement is pro rata for part time employees. This entitlement excludes bank holidays
• Full office closure between Christmas and New Year
• Regular social events, monthly free breakfast, and daily fruit
• A flexible approach to working with understanding and consideration for work life balance and personal commitments
• As an Ark employee, you will have the opportunity to be part of the TPT (The Pension Trust) scheme, our workplace pension scheme where we make an 11% contribution; you are not required to contribute towards this scheme unless you choose to. Depending on your role you may also be entitled to LGPS which is a defined benefit scheme where you contribute a percentage based on how much you earn (as do we) in exchange for a guaranteed amount in your pension pot every year
• Access to high-quality professional learning throughout your career, offering both face-to-face sessions and a bespoke online learning platform
• Access to Ark Rewards scheme offering savings from over 3,000 major retailers, interest-free loans available for season tickets or a bike, gym discounts offering up to 40% off your local gym and free eye tests

 Ark is committed to safeguarding and promoting the welfare of children and young people in its academies. In order to meet this responsibility, its academies follow a rigorous selection process to discourage and screen out unsuitable applicants.   

Ark requires all employees to undertake an enhanced DBS check. You are required, before appointment, to disclose any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. Non-disclosure may lead to termination of employment. However, disclosure of a criminal background will not necessarily debar you from employment – this will depend upon the nature of the offence(s) and when they occurred. To read more about Ark’s safer recruitment process, please click this link.  

We aim to build a diverse and inclusive organisation where everyone – staff and students – can do their best work and achieve their full potential. We want to reflect and represent diverse perspectives across our organisation because we know that doing so will make us stronger and more effective. To know more about Ark’s diversity and inclusion commitments, please click on this link.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 20,000 - 40,000.

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