Programmes and Operations Administrator

Programmes and Operations Administrator

Reports to: Programmes and Operations Manager

Location: Currently operating hybrid working in our West London Office

Contract: Permanent

Pattern: Part Time (standard hours 9am-5.30pm 0.8 FTE)

Closing date: 20/03/2025

1st round interviews: w/c 24/03/2025 (virtual)

2nd round interviews: 27/03/2025 or 06/04/2025 (in person in our office)

Full time salary: £26,000

Part time salary: £20,800

About The Role:

This role is ideal for someone with a proactive, can-do attitude who enjoys collaborating with diverse individuals and managing a variety of projects. Success in this position requires efficiency, adaptability, and keen eye for detail.

We are looking to recruit a Programmes and Operations Administrator to provide administrative support to the Programmes and Operations Manager and the wider team. We are looking for someone who will excel at and take pride in delivering a range of different administrative duties including planning, tracking and reporting, effective communication, and providing logistical, financial, and practical support.

Though the role is primarily office based, it also involves supporting pupil-facing events and residential courses. An interest in or curiosity about event management will be an asset.

Key Responsibilities:

• Lead on administration to deliver a programme of meetings, training sessions and events
• Liaise with venues in the lead up to (and during) events
• Assist with operational logistics at pupil-facing events and training
• Support the teams with logistical planning and general administration
• Assist the scheduling of events and diarise the team calendars, booking venues and rooms, and keeping up to date throughout the year
• Work closely with all internal departments and external contractors to ensure all operational requirements are delivered and high-quality service levels are met
• Organise hospitality and catering
• Process all transactions, regularly monitor and update budgets
• Support the Programme and Operations Manager with the design and administration of evaluations, collecting and analysing feedback and assisting in the preparation of reports for funders and management
• Ensure a safe, inclusive and welcoming environment by adhering to all compliance requirements including Health & Safety; Safeguarding; Insurance; Equality and Diversity; and management of data in line with GDPR
• Manage and update SharePoint sites and MS Teams channels for both school and student use
• Collaborate with the central Communications team to develop and oversee a communications calendar, ensuring timely sharing of information both internally and externally

Key Requirements:

• This role would suit someone who has worked in a professional setting for 1 to 2 years as a team administrator, or similar role and is looking to gain further knowledge and expertise, particularly within programme and events administration
• Right to work in the UK
• Ability to communicate clearly, concisely and effectively
• Highly computer literate, with excellent Word, Excel and PowerPoint skills, including diary management using Microsoft Outlook
• Strong administration skills and the ability to maintain and implement effective systems
• Excellent interpersonal skills
• Strong organisational skills
• Excellent attention to detail
• The ability to multitask and prioritise competing demands effectively
• The ability to build positive working
• Ability to travel within London, with very occasional travel to Birmingham, Hastings or Portsmouth, using public transport whenever practicable
• Some evening and weekend work for fixtures and training (We have a Time Off In Lieu (TOIL) policy to compensate for any weekend / evenings required)

Benefits:

• Our hybrid working model aims to offer the best of both worlds, striking the right balance between in-person collaboration and remote working. You will work a minimum of two days per week in our state-of-the-art office in West London allowing you to connect with colleagues, with the flexibility to work remotely, or in the office over the remaining days
• In addition to our current hybrid working arrangements, employees can request to work fully remotely for up to 10 working days a year, whether this be in the UK or abroad
• Our flexitime policy allows you to work your hours around our core hours of 10.00 - 16.00, helping you prioritise your work-life balance and personal commitments
• 27 days annual leave plus bank holidays, rising with each year of service up to 30 days after 3-years' service. This entitlement is pro rata for part time employees. This entitlement excludes bank holidays
• Full office closure between Christmas and New Year
• As an Ark employee, you will have the opportunity to be part of the TPT (The Pension Trust) scheme, our workplace pension scheme where we make an 11% contribution; you are not required to contribute towards this scheme unless you choose to. Depending on your role you may also be entitled to LGPS which is a defined benefit scheme where you contribute a percentage based on how much you earn (as do we) in exchange for a guaranteed amount in your pension pot every year
• Access to high-quality professional learning throughout your career, offering both face-to-face sessions and a bespoke online learning platform
• Access to Ark Rewards scheme offering savings from over 3,000 major retailers, interest-free loans available for season tickets or a bike, gym discounts offering up to 40% off your local gym and free eye tests

About Us:

We're an international charity, transforming lives through education. We exist to give every young person, regardless of their background, a great education and real choices in life. In the UK, we're a network of 39 schools, educating around 30,000 pupils in areas where we can make the biggest difference and we're recognised as one of the highest achieving academy groups in the country. We want to change the lives of children everywhere, not just in our own schools. So, we create and incubate Ventures designed not only to help pupils in Ark schools, but also to improve education systems.

You'll be joining a group of like-minded, ambitious individuals who work collaboratively and are all committed to our core mission, that every child has the potential to succeed. Having just celebrated our 20th anniversary, we are shaping our goals for the next 20 and there has never been a more exciting time to join us.

Diversity and inclusion:

We aim to build a diverse and inclusive organisation where everyone - staff and students - can do their best work and achieve their full potential. We want to reflect and represent diverse perspectives across our organisation because we know that doing so will make us stronger and more effective. To know more about Ark's diversity and inclusion commitments, please click on this link .

Safeguarding statement:

Ark is committed to safeguarding and promoting the welfare of children and young people in its academies. In order to meet this responsibility, its academies follow a rigorous selection process to discourage and screen out unsuitable applicants.

Ark requires all employees to undertake an enhanced DBS check. You are required, before appointment, to disclose any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. Non-disclosure may lead to termination of employment. However, disclosure of a criminal background will not necessarily debar you from employment - this will depend upon the nature of the offence(s) and when they occurred. To read more about Ark's safer recruitment process, please click this link .

Please note we will be reviewing applications on an on-going basis and this role may close earlier than advertised depending on the level of response. We strongly encourage to submit your application at your earliest convenience