JOB DESCIPTION
To proactively provide administrative support for all Training and Access Programmes as allocated (Associate Programme, Primary Steps, Teacher Training, Intensive Courses, Auditions). This includes;
- Day to day administrative tasks to support programme managers and coordinators in the preparation of programme delivery and events
- Attend and provide support for onsite and online Training and Access events and activities
- Assist Line Manager and Programme Coordinators with a variety of daily and weekly tasks in planning and preparation of events and activities
- Co-ordinate and respond to incoming enquiries via post, email and telephone from parents, teachers and other stakeholders
- Arrange departmental travel and accommodation as required for both UK and overseas events.
- Gather facts and collate information as directed.
- Producing schedules of work for all freelance staff.
- Crosschecking confirmation of attendance at events and auditions
- Process timesheets and expenses claims.
- Take team meeting minutes and circulate accordingly.
- Assist with the maintenance of student, teacher and parent data ensuring the whole team has access to accurate and up to date information via our online databases, Cvent and Isams
- Prepare, print and organise documents for all events such as registers, ID badges and sign in sheets in preparation for events.
- Create documents, letters and other forms of communication to be sent to all who engage with the department such as information packs, promotional material for events and teaching resources.
- Maintain the monthly reconciliation spreadsheet for purchases made through Cvent
- Provide administrative support to the programme Heads and Managers with the processing of financial information, reconciling expenses, credit card receipts and financial reports.
- Assist with departmental filing using both paper and digital systems
- Attend school meetings and INSETs as required
JOB REQUIREMENTS
- Desire to undertake a Level 3 Events Assistant Apprenticeship
- Good organisational skills with the ability to prioritise work and manage conflicting deadlines
- Ability to support a large team in a variety of areas as well as working independently and autonomously when the job requires
- Excellent interpersonal and communication skills, able to build good supportive relationships with colleagues and represent the School at event days
- Conscientious, hard-working and service focused
- Able to seek assistance when under pressure
- Proactive approach to learning and developing new skills
- Good working knowledge of Windows PC systems and Microsoft Office programs, in particular Microsoft Excel, Word and Outlook
- Confident using platforms such as Zoom and Microsoft Teams
- Willing to work collaboratively across all functions of the departments and externally
- Flexible attitude towards duties and working patterns in order to fulfil the requirements of the role
- Punctual and reliable
Apprenticeship
- The Apprentice will be responsible for completing all assignments and assessments provided by the apprenticeship provider and attending all scheduled meetings with the assessor.
- Attend a minimum of 6 performance reviews and 6 peer assessments with your line manager and colleagues across the course of the qualification.
- Produce a learner journal every month detailing your work and learning opportunities.
- Opportunity to attend workshops and seminars recommended by the apprenticeship provider off-site during the 20% allotted apprenticeship hours.
- Complete a portfolio and accompanying project in preparation for the End Point Assessment.
For more information and to apply: https://www.royalballetschool.org.uk/information/work-with-us/current-vacancies/
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