Administrative Assistant

What You Will Do

• Organise Programme Leaders meetings and training when needed.
• Update programmes slide decks and information based on Programme Leader recommendations. Distribute to Programme Leaders and speakers.
• Organise venue bookings, refreshments and other specific requirements for courses, board meetings, AGM, Christmas party, in-person staff meetings, etc.
• Organise the printing, shipping and stock take of programme booklets and documentation for courses throughout the year.
• Generate, circulate and review all programme feedback surveys.
• Work with the course co-ordinator to book programme venues throughout the country.

• Booking attendees, creating orders, setting up courses and updating data in Arlo Course Booking System
• Book Programme Leaders and Speakers for programmes and confirm their attendance nearer the date.
• Moderating of Online Courses:
  • Moderating using Zoom and Microsoft Teams.
  • Scheduling meetings in Zoom.
  • Tech check and support for Programme Leaders and Speakers.
  • Admit attendees.
  • Register attendance for attendees.
  • Ensure Programme Leaders and Speakers are set on schedule of the programme
  • Assist the Programme Leaders and Speakers when required during the delivery of courses.
• General :
  • Answer telephones and respond to emails.
  • Register customers to programmes and confirm dates with them
  • Populate Course Assignment sheet.
  • Generate quotes and pro-forma invoices on request.
  • Support queries to be forwarded to Programme Leaders or speakers and recorded when completed.
• Provide administrative support to the CEO on ad-hoc projects or when required

The above Job Specification is not intended to be a comprehensive list of all duties involved, and, consequently, the post holder may be required to perform other duties as appropriate to the post, that may be assigned to them from time to time and to contribute to the development of the post while in office.