General Administrator

On-site role | Based in Halifax, West Yorkshire (HX2)

Organised, proactive and always one step ahead?

We're looking for a brilliant General Administrator to join White Rose Education and provide high-quality administrative support across our busy organisation.

This is a varied role for someone who enjoys keeping things organised, making sure the details are right and helping other people get things done.

No two days are likely to look exactly the same. You could be printing, preparing documents, updating records, processing product returns and stock information, responding to enquiries or helping a colleague organise an upcoming piece of work.

At the heart of it all, you'll be someone the team can rely on to pick things up, follow them through and make sure nothing gets missed.

If you're highly organised, comfortable juggling different priorities and get genuine satisfaction from making things run smoothly, we'd love to hear from you.

What you'll do

You'll provide day-to-day administrative support across the business, with responsibilities likely to include:

• Providing general administrative support to colleagues and teams across White Rose Education
• Managing emails, enquiries and correspondence, making sure they reach the right people and are followed up appropriately
• Coordinating diaries, meetings and appointments
• Preparing documents, correspondence, spreadsheets and presentations
• Taking meeting notes and keeping track of actions where required
• Maintaining accurate records, databases and internal systems
• Supporting stock control and the administration of product returns, ensuring returned items are accurately recorded, tracked and processed in line with agreed procedures
• Organising and maintaining electronic files and documentation
• Supporting with data entry, reporting and the collation of information
• Helping coordinate meetings, events and other business activities
• Liaising professionally with colleagues, customers, suppliers and other external contacts
• Supporting ad hoc projects and administrative tasks as priorities change
• Spotting opportunities to make our administrative processes simpler and more efficient

Could it be you?

You don't need to know everything on day one. What matters is that you're organised, dependable and willing to learn.

You'll have strong administrative and IT skills, excellent attention to detail and the confidence to manage several different tasks without losing sight of deadlines.

You'll also be comfortable communicating with people at different levels and know when to use your initiative and when to ask for help.

We're looking for someone who

• Has a minimum of 2 years previous experience in an administrative, office or business support role
• Is confident using Microsoft Office, including Word, Outlook and Excel
• Has excellent organisation and time-management skills
• Takes pride in producing accurate, high-quality work
• Can manage competing priorities and meet deadlines
• Communicates clearly and professionally, both verbally and in writing
• Is proactive and comfortable taking ownership of tasks
• Handles information with appropriate discretion and confidentiality
• Enjoys being part of a team and is happy to get stuck in when something needs doing

Most importantly, you'll be someone who sees a job that needs doing and thinks “I'll sort that”.

Why White Rose Education?

White Rose Education creates resources and services that support teachers and learners in the UK and internationally.

Behind that work is a team of people making sure the organisation runs effectively – and that's where you come in.

As our General Administrator, you'll have the opportunity to work with different people and areas of the business, build your knowledge and develop your administrative experience within a growing education organisation.

It's a role where being organised, helpful and dependable really does make a difference.

Applications

Please apply with an up-to-date CV and covering letter outlining your relevant experience, your location and why you're interested in joining White Rose Education as our General Administrator.

Interview process

All applications will be considered in line with our recruitment practices. Shortlisted candidates will be invited to take part in our interview and assessment process.

The role

To provide high-quality general administrative support across White Rose Education, helping teams to work efficiently by ensuring information, records, documentation and day-to-day administrative tasks are managed accurately and effectively. The role will support a range of business activities and will require a proactive, organised and flexible approach to changing priorities.

The General Administrator will work with colleagues across the organisation and will be expected to take ownership of allocated tasks, follow actions through to completion and provide a professional and helpful service to internal and external contacts.

Key responsibilities

• General Administration
• Provide day-to-day administrative support to colleagues and teams across White Rose Education.
• Manage general emails, enquiries and correspondence, ensuring information is directed to the appropriate person and followed up where required.
• Prepare, format and maintain documents, correspondence, spreadsheets, presentations and other business materials.
• Complete accurate data entry and maintain records, databases and internal systems.
• Organise and maintain electronic files and documentation in line with agreed processes.
• Support diary management, meeting coordination and appointment scheduling where required.
• Take meeting notes and maintain action logs where requested, following up actions as appropriate.
• Provide printing, copying, scanning, filing and document preparation support as required.
• Business Support & Coordination
• Support the coordination of meetings, events and other business activities, including preparing materials and practical arrangements.
• Collate information from across the business and assist with the preparation of reports, trackers and updates.
• Liaise professionally with colleagues, customers, suppliers and other external contacts as required.
• Support teams with routine administrative processes and ensure agreed deadlines are met.
• Assist with ad hoc projects and business support activities as priorities change.
• Monitor allocated tasks and requests, escalating issues or delays to the appropriate colleague when necessary.
• Stock Control & Returns
• Support the day-to-day administration and processing of product returns.
• Receive and check returned items, ensuring returns are accurately recorded and processed in line with agreed procedures.
• Maintain accurate stock and returns records across relevant systems, spreadsheets and trackers.
• Update stock information promptly to ensure records accurately reflect returned, damaged or otherwise unavailable items.
• Liaise with relevant colleagues regarding returns, stock discrepancies or items requiring further action.
• Carry out routine checks and help identify and resolve discrepancies between physical stock and recorded information.
• Maintain clear and accurate documentation relating to stock movements and returns.
• Systems, Records & Information
• Maintain accurate and up-to-date information across relevant company systems and trackers.
• Use Microsoft Office applications, including Outlook, Word and Excel, confidently and accurately.
• Handle personal, commercially sensitive and confidential information with appropriate discretion.
• Follow company processes for document management, data protection and information security.
• Check work carefully to ensure records, documents and communications are complete and accurate.
• Teamwork & Continuous Improvement
• Work collaboratively with colleagues across different teams and provide administrative cover or support during busy periods where required.
• Take ownership of allocated tasks and see them through to completion, keeping relevant colleagues updated.
• Use initiative to resolve routine issues and seek guidance appropriately where further support or a decision is required.
• Identify opportunities to improve administrative processes, organisation and efficiency.
• Work flexibly and positively as business needs and priorities change.

Duties

• Consistently demonstrate high standards of personal and professional conduct and maintain high standards of ethics and behaviour.
• Continue personal professional development as required.
• Attend staff and other meetings and participate in staff training and development events as required.
• Actively engage in the performance review process.
• Work flexibly across other areas of the business on different tasks when the business requires.
• All staff must have an awareness and commitment to safeguarding and promoting the welfare of students. It is expected that all staff will share this commitment.
• All staff must abide by company policies and procedures, copies of which are available on our HR system.

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task may not be identified. Employees will be expected to comply with any reasonable request to undertake work of a similar level that is not specified within this job description.

This job description is current at the date shown. It will be reviewed at least annually and, in consultation with you, may be changed to reflect or anticipate changes in the role or business need.

The role

Colleagues and teams across White Rose Education; customers, suppliers and other external contacts as required.

Essential

• A minimum of 2 years previous experience in an administrative, office or business support role.
• Confident user of Microsoft Office, including Word, Outlook and Excel.
• Experience of maintaining accurate records, databases, trackers or other administrative systems.
• Experience of managing multiple tasks and priorities to deadlines.
• Good standard of written and verbal communication.
• Experience of working collaboratively with colleagues and providing a professional service to internal or external contacts.

Desirable

• Experience working in a busy commercial, education or customer-focused organisation.
• Experience of supporting stock control, inventory administration, product returns or similar processes.
• Experience supporting meetings, events or projects.
• Experience using cloud-based business systems or CRM/HR/finance platforms.
• Relevant business administration qualification or equivalent training.

Essential

• Excellent organisation and time-management skills.
• High level of accuracy and attention to detail.
• Ability to prioritise workload and respond positively when priorities change.
• Proactive approach with the confidence to take ownership of tasks and follow them through to completion.
• Ability to use initiative to resolve routine problems and recognise when an issue needs to be escalated.
• Clear, professional and helpful communication style.
• Ability to build positive working relationships with colleagues at different levels across the organisation.
• Ability to handle confidential or sensitive information with discretion.
• Flexible, dependable and willing to support colleagues across a range of administrative activities.
• Commitment to teamwork, continuous improvement and delivering high-quality work.