Office and Training Admin Assistant Peeple is a charity based in Oxford committed to promoting the importance of the early years and the role of parents in their child’s learning. Our purpose is to support parents and children to learn together through everyday activities at home. We work directly with families in Oxfordshire and train practitioners from around the UK to deliver our programmes. Purpose of the role This role provides essential administrative support to our training administration team and wider organisation. The position involves a variety of responsibilities aimed at ensuring the smooth delivery of our training courses. You will be the first point of contact in the office, responsible for packaging and dispatching resources on time and contributing to the smooth running of the office. We are seeking an individual who is highly organised and capable of managing multiple tasks efficiently. You should be proactive, using your initiative to anticipate the needs of the team and organisation, and be detail-oriented to ensure accuracy in all tasks. You should have a friendly, approachable nature and always be willing to assist others. The ideal candidate will be comfortable using various IT packages and willing to support colleagues across the organisation with their IT needs. Why Peeple At Peeple, we pride ourselves on a culture that values and supports all our team members. We care about the well-being and happiness of our people and encourage a healthy work-life balance through our flexible working approach. Our family-friendly policies ensure that you can thrive in your career while also meeting your family's needs. We understand the importance of physical and mental well-being and will support you with your personal and professional growth. Reports to: National Training and Accreditation Manager Accountabilities • Ensure training and resource orders are processed, packed & dispatched in a timely manner. • Issue learners with the correct certification. • General support to ensure the smooth running of the office. Key Performance Areas Training and accreditation administration • Print and collate, pack & post training course materials to both delegates & trainers. • Invoice, collate, pack & post resource orders to customers and create & send certificates to learners promptly. • Oversee all postage needs, including daily trips to the Post Office for franked mail and coordinating courier collections for larger consignments. • Process orders from customers for Peeple publications and other learning resources which support the programme and ensure they are packed and dispatched promptly. Peeple – supporting parents and children to learn together Peeple is an independent charity which supports parents and children to learn together. Registered charity no. 1144975 in England & Wales and no. SCO44031 in Scotland, and company limited by guarantee in England & Wales no. 07514469. Peep Learning Ltd is the trading subsidiary of ‘Peeple’. Registered company no. 4089209. VAT reg. no. 768 4173 94. Registered address (both Peep Learning Ltd and Peeple): The Peeple Centre, Littlemore, Oxford OX4 6JZ • Organise printing and ordering of resources including seeking copyright permissions where required. General • Primary point of contact for visitors and support facilities management with organising routine and ad hoc repairs and maintenance for the office buildings. • Order and restock office supplies, manage office equipment (e.g., photocopier and franking machine), and troubleshoot issues as needed. • Ensure the smooth running of the office by managing the training room bookings and providing general administrative support to other departments and CEO. • Take responsibility for general office administration in one or more areas, for example, health and safety, intellectual property rights, facilities. • Work flexibly with other administrative staff in Peeple and support the general administration needs of the organisation. • Implement all Peeple policies including health and safety, equal opportunities, confidentiality and data protection. • Undertake other duties as required consistent with the skills and experience required by this post. Summary of main terms and conditions of employment 1. Hours: 20-24 hours per week 2. Salary: £23,555 – £25,555 (full time equivalent) per annum 3. Contract: Permanent 4. Location: the post is office based at The Peeple Centre, Littlemore, OX4 with the option to work from home occasionally 5. Please note: this role requires a degree of physical ability, as the role involves carrying the packaged resources to and from the post office. 6. We will need to see original copies of relevant qualifications and proof of your eligibility to work in the UK. 7. It is essential that you hold a valid UK driving licence and have access to a car. Person Specification: Office and Training Admin Assistant Essential Experience and knowledge 1. Using administrative systems, ideally as an 6. office administrator Desirable Training and/or accreditation administration 2. Taking responsibility for an area of work 7. Setting up and managing databases 3. Using databases and spreadsheets 8. Using CRM (Customer Relationship Skills and personal qualities 4. 5. Interest in working for a charity Interest in early education and the aims of Peeple 10. Well-organised and efficient approach to work, including appreciation of the importance of systems, accuracy and attention to detail 11. Ability to be flexible and co-operate with other staff, as part of a small team 12. Helpful and friendly manner both face to face and on the telephone Management) system 9. Updating web-pages/ uploading documents etc. 17. Ability to support others with IT skills; advanced knowledge of Microsoft Office 13. Ability to communicate clearly both verbally and in writing 14. Ability to take initiative and adopt a problem solving approach; analytical skills 15. Excellent IT skills: especially Word, Excel and Powerpoint 16. Ability to produce numerical reports Qualifications 18. GCSE Maths and English (grade 4-9/old A-C) 19. A’ level(s)/ level 3 (or equivalent) or evidence of equivalent skill level