IT Administrator

Job description / Role

Job overview

Purpose of the role
This role provides key administrative and customer support to the North West London Teaching School Hub (NWLTSH) Initial Teacher Training programmes, currently delivered through Ambition Institute and Teach First. As the first point of contact for schools and teachers engaging on our programmes, this role involves managing communications, handling data and supporting event coordination. This role requires flexibility, adaptability, enthusiasm and a willingness to learn while supporting a dynamic team in a fast-paced environment.

Key responsibilities

1. Customer relations and communications
   
   • Respond to enquiries: provide timely responses to requests via email, telephone and online platforms and escalate issues when necessary. You will develop knowledge of all programmes and respond with increasing independence.
   • Mailing and event communications: send communications including mail merges using event schedules to anticipate needs. Collate information for weekly bulletins for programme participants and mentors.
2. Data handling and reporting
   
   • Maintaining accurate records: keep up-to-date mailing lists, databases and participant records.
   • Data cross-referencing: ensure information is consistent and complete by cross-referencing data from multiple sources.
   • GDPR compliance: handle all data in compliance with GDPR and privacy policies. Ensure confidentiality is always maintained.
3. Programme delivery support
   
   • Event coordination: assist with setting up events, including scheduling events, booking rooms, arranging refreshments, and processing invoices.
   • Meeting setup and support: organise and host virtual meetings on Zoom and MS Teams, managing features such as polls and breakout groups.
   • Administrative tasks: support the team with day-to-day tasks like preparing documents, raising purchase orders, and making travel arrangements.
4. Recruitment and marketing
   
   • Manage the application portals to sift applicants to the programmes.
   • Organise and run assessment centres with applicants, headteachers and leaders; including all compliance and safer recruitment checks.
   • Implement “keeping warm” strategies to ensure all successful applicants remain engaged before their start date.
   • Organise and attend various recruitment and marketing events, this may include a Saturday.
5. General requirements and safeguarding
   
   • Commitment to inclusive practices: uphold the inclusive ethos of equal opportunities.
   • Team work: contribute to a collegiate team environment.
   • Safeguarding: promote the welfare of course participants and follow the child protection procedures adopted by Wembley Multi Academy Trust.

Person specification

Essential qualifications and experience

• IT proficiency: competence in Microsoft Office, especially Excel.
• Multitasking: ability to deal with a variety of simultaneous priorities and deliver results under pressure.
• Communication skills: excellent written and oral communication skills with the ability to tailor communications for different audiences.
• Organisational skills: excellent administrative and organisational skills.
• Self-starter: proactive, flexible, willingness to learn, and able to work independently while showing initiative.

Desirable

• Experience with programme delivery and event coordination.
• Experience with a relevant sector body such as the TRA, an Appropriate Body, training provider or DfE.
• Experience with databases.

Personal attributes

• Energised by the fast-paced and creative environment.
• Able to flex and adapt to new priorities with a “can do” attitude.
• Relationship builder who enjoys working with a range of different stakeholders.
• A professional, proactive, and friendly attitude who can also show discretion, sensitivity, and diplomacy.
• Excellent accuracy and attention to detail and highly organised.