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Current Opportunity:

Admin Assistant

Location: Grand Union Studios, Ladbroke Grove, London, W10 5AD

Salary: £OA + pension + lifestyle benefits

Description:

We have a very exciting opportunity for a self-starting Administration Assistant (Level 3 Apprenticeship) to join our studio of architects, graphic designers and interior designers under the National Apprenticeship Scheme.

The studio Administration Assistant will support the Studio Manager with the day to day running of the studio and will gain unparalleled exposure to the ins and outs of running two profitable, award winning design companies in London; Leslie Jones Architecture and The Yard Creative.  

Under the National Apprenticeship Scheme, we are committed to providing the on-the-job training needed to ensure the apprentice has the knowledge, skills and behaviours needed to succeed in the specific role of Administration Assistant. We anticipate the apprenticeship will have a duration of between 12-15 months, during which there will be 20% off-the-job learning time. At the end of the apprenticeship there will be an assessment where an Advanced Apprenticeship (Level 3) qualification can be gained. 

We are looking for someone with a can-do attitude that is happy to turn his or her hand to absolutely anything to keep our studio organised and support the Studio Manager and Management Team. We need someone who is personable, hands on and uses their initiative. They must have good attention to detail and feel confident to ask questions and work closely with senior management. The role will primarily be based in our Ladbroke Grove studio, however due to the current climate, we have adopted an Agile Working approach which means that home working will also be required on a regular basis.

The weighting of the key elements of the role are as follows: Administration Assistant (70%), Receptionist (30%).

The role will involve:

  • Working in Xero, Rapport and Receipt Bank (accounting, receipts and bookkeeping software) to raise sales invoices, create quotes, manage company expenses and conduct bank reconciliation
  • Collating any financial paperwork for handover to the bookkeeper 
  • Organising and booking travel arrangements (cabs, flights, accommodation etc.)
  • Answering phone and transferring calls / passing messages as appropriate
  • Distributing incoming mail / parcels as well as arranging outbound post, packages and couriers 
  • Responding to phone and email queries and forwarding to colleagues as required
  • Manage the meeting rooms diary (client meetings, team reviews etc.)
  • Supporting with event organisation (client entertainment events and office events (such as Christmas Party, staff socials)
  • General office support (calling and booking in suppliers, supporting with office maintenance)
  • Supporting with Quality Assurance ISO 14001 environmental and 9001 quality accreditations
  • Document Control
  • Managing, monitoring, and recording holiday requests, timesheets, and sickness and absence 
  • Taking and typing up minutes in company or client meetings as required
  • Managing the professional development workshop calendar
  • Monitoring and ordering stationery, office, and kitchen supplies
  •  Keeping a high level of tidiness, cleanliness and appearance around all areas of the office
  • Managing and maintaining the photocopier (submitting readings, calling on tech support and ordering cartridges)
  •  Regular update of What’s New wall with interesting concepts opening around the globe
  • Occasional posting on social media accounts.
  • General jobs and any other activities that are required to keep the office running smoothly.

The office runs on a combination of Mac computers and PC’s. This role will predominantly be required to use a PC, however knowledge of using Mac too would be desirable. We require this person to be expert user in MS Office as well as experience Xero and Receipt Bank.

Applicants must have the following experience for this role:  

  • Good organising skills and be willing and able to help organise others
  • Good knowledge of MS Office and calendar management
  • Experience in customer service and office administration
  • Friendly and persuasive with a charming telephone manner
  • Good knowledge of online accounting / bookkeeping software (we use Xero and Unit 4)
  • Good knowledge of expense management (we use Receipt Bank) 
  • Experience of business accounting and finance, raising and chasing invoices
  • Excellent English written skills (spelling and grammar)
  • Apple Mac and PC experience.

The type of person that we are looking to fill this role is: 

  • Process driven and has good attention to detail
  • Up-beat, can-do attitude
  • Happy to turn their hand to pretty much anything
  • Enthusiastic
  • Flexible and happy to help and support the wider team
  • Ability to remain discreet and private 
  • Logical and grounded with good use of common sense.

Qualifications required:

  • Bachelor's Degree desirable
  • A-levels In English, Business, Marketing desirable
  • Design studio experience is preferential or indeed some experience or passion for the creative sector would be a bonus. 

More about Leslie Jones Architecture and The Yard Creative:

Leslie Jones Architecture and The Yard Creative are part of a group that is on a mission to deliver long term change to support the move away from fossil fuel reliance and deliver this in a socially responsible manner. Most people are very interested to know that a majority of our profits go towards fighting Global pollution and climate change. It’s another good reason to get out of bed in the morning!

The open-plan studio space is a vibrant and busy place to work with lots of creativity and collaboration. Both companies have their own personality which makes the studio exciting and means this role needs to be fast-paced and agile. We have excellent learning and career development opportunities through our Learning Management System and Learning and Development Team.

The Yard Creative and Leslie Jones Architecture have complementary strengths which when combined increase both of our performance, competitiveness and market share. Our collective vision is to continue pushing for the highest levels of innovation and creativity whilst having a positive effect on the world around us. 

Applications open// 9am Friday 30th April 2021. 

Applications close// 5.30pm Friday 14th May 2021.