Administrator

Job Description

Administrator £22,500 (rising to £23,500 after successful probation) Apprenticeship Opportunity AvailableBradley Stoke, BristolThe Association of Employment and Learning Providers (AELP) is a national membership organisation that represents the interests of an extensive number of organisations. Our members deliver the majority of Britains apprenticeships, traineeships and programmesfor the unemployed.Our members include independent training providers; not-for-profit and voluntary sector organisations; employers; universities; further education colleges, awarding organisations and end-point assessment organisations.AELPs primary role is to represent the interests of its members, by effectively lobbying on their behalf to government departments and agencies. We work with our members, the government and employers to support the development of policies that deliver highquality, learner-centred, skills and employability services.We support our members by guaranteeing them access to readily understandable, up to date information about changes to the skills and employability sector... and how they will affect them as well as providing our members with access to practical support andadded value services that strengthen their business.We are now seeking an enthusiastic Administrator to join our existing Office Services team to support business operations.Reporting to the Office Manager, the key responsibility of this role is to to provide central services support to AELP staff and departments.The successful individual will have previous experience in general office administration, be proficient in using common desktop software e.g. MS Office and email, have excellent written and verbal skills and some experience of suing databases would be advantageous.Candidates must be resident and eligible to work in the UK and have access to a good internet connection.Closing Date 10th October 2022Interviews may be held online.We are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriageand civil partnerships.Key Responsibilities

• Answering the telephone, handling enquiries and requests, taking messages and transferring calls.
• Create mailings, formatting and preparing newsletters for publication, inserting hyperlinks, creating PDF documents, scheduling bulk mailings.
• Uploading documents to company website and updating records on the website.
• Monitoring, investigating and resolving out-of-office messages and undeliverables following external mailings.
• Booking rooms and catering for meetings, preparing attendee lists, communicating with potential attendees and ensuring they have all the documents and information they require.
• Maintaining contact detail lists.
• Actioning both your own and admin team inbox enquiries and requests, sending emails.
• Producing correspondence, address labels, documents and maintenance records, spreadsheets and databases.
• Assisting with credit card reconciliation.
• Collating responses to consultations.
• Updating databases.
• Setting up conference calls.
• Purchasing, ordering and monitoring supplies of office stationery and equipment and other items as needed.
• Booking travel and accommodation as requested by members of AELP staff.
• Assist with the preparation of papers for both the AELP Board and Senior Management team meetings
• Undertaking archiving and disposal of documents in line with GDPR regulations.

Support the Office Administrator with the following:

• Co-ordinating and managing the Sector Forum & Special Interest Group meetings (40+ each year) in liaison with AELP staff, Chair, speakers, sponsors and the Events Team
• Creation of member meetings websites from scratch using the etouches event management system
• Upload meeting information to the events webpages and maintain currency of such information
• Creation of delegate booking journeys on the etouches system to facilitate on-line bookings
• Add meeting information to the main AELP website and maintain with up-to-date information
• Input into weekly AELP member newsletter (Countdown) Member Meetings information and articles as and when required
• Creation of and distribution of delegate email confirmations via the Event Management System
• Liaison with internal AELP personnel for each meeting
• Liaise with meeting chairs and speakers
• Venue searching - external and member locations - and liaison
• Overview of and administrative support on venue contracts and invoices, and overall budget
• Handle general correspondence e.g. telephone calls, emails concerning registration enquiries/queries, and queries and payments relating to member meetings
• Creation and preparation of member meeting materials including; agendas, attendance lists, on-site sign-in sheets, handouts, feedback forms etc.
• Upload speaker presentation slides and minutes post-events to the main AELP pages where advised
• Managing current and pending bookings
• Maintaining database records of venues, speakers/facilitators, previous and potential sponsors for internal meetings
• Evaluate delegate feedback from member meetings and produce summaries
• Manage no-shows and raise invoices where necessary