[25683] - Development and Business Support Administration Assistant

Full time office-based role – 12 month contract (maternity cover)

Hours: 8am-5pm

Salary: from £25,000- £28,000 per annum

Our client, a prestigious education institution in the North Surrey area is currently looking for a highly motivated Development Administrative Assistant to join the team. This is an interesting and varied role that will suit a candidate with excellent organisational skills and a good eye for detail. The responsibility of the Development Administrative Assistant is to support the Philanthropy & Community Manager in the delivery of their external relations objectives and to provide support to the Senior Leadership Team as required.

Key Responsibilities: –

Events:

• Attend and support he the administration of Development Office events including Alumnae events and association events
• Support Association Christmas Fair and Summer BBQ,etc.
  Prepare biannual Alumnae Reunions: book venues and send invitations
• Support ad hoc alumnae visits by preparing gifts and gathering data

Database:

• Update the database, review and clean-up data.
• Update and manage Alumnae Network website
• Assist in the creation of a data process handbook relevant to Development Office e.g.leaflets and handbooks) where requested

Publications:

• Co-ordinate and gather material for biannual alumna magazine
• Design and produce magazine layout with in-design guidelines
• Prepare draft reports as-required by the Philanthropy & Community Manager
• Support the establishment’s administrative team in selected designing, printing and managing internal and external communications (e.g.leaflet’s, handbooks)

Administrative & Other Responsibilities:

• Support the administrative team with ad hoc data updates for current families
• Assist with Development projects as assigned
• Cover Reception as required

Business Office Support and Lettings Administration

• To assist in the management and operation of all external events and lettings.
• To provide a point of contact for all external enquiries for the use of the establishment’s facilities.
• To manage the lettings calendar to ensure to ensure no clashes with the extensive programme of annual events and extra curricular programme.
• To ensure effective and high-quality customer service to facilities users,including advance notice of any unavailable dates on a quarterly basis.
• To assist the Bursar to meet the finances for external lettings.
• To maintain the lettings charges and in conjunction with the Bursar
• Ensure all hirers understand the conditions of use and any other important information is effectively communicated to customers.
• To assist with the creation of all marketing and media materials for the promotion of external letting opportunities,including regular social media posts.
• To prepare lettings agreements and ensure appropriate agreements are in place for all external lettings.
• To ensure that staff are informed of lettings as and when necessary.
• Attendance and support at key events,when required, such as Open Mornings and Graduation
• Any other duties as required

Person Specification:

• Excellent organisational and time management skills with the flexibility to think on your feet
• Ability to work accurately with excellent attention to detail to meet deadlines
• Good IT skills with knowledge of MS Office, Word, Outlook, Excel, Power Point
• Experience using databases and creative packages i.e. In Design, Illustrator, Photoshop and Word Press
• Savvy with social media
• Strong verbal and written communication skills, with an ability to communicate at all levels:
• Ability to prepare correspondence to a consistently high standard
• Excellent interpersonal and relationship management skills at all levels
• The ability to work well in a fast-paced, multi-tasking environment
• A proactive approach to work
• A degree is desirable
• Administration experience is essential
• Administration skills gained within education and/or property will be a distinct advantage.
• Absolute discretion and the ability to main confidentiality at all times
• Lives within an easily commutable distance from the Kingston Upon Thames area

Please note a DBS check will be required for this role