Remote: Personal Assistant/Admin Assistant

This role is a term time only role and will follow the school holiday dates for Leeds City Council. Holiday requests will not be approved during term time unless there are exceptional circumstances.

Job Summary:

The Personal Assistant/Administrative Assistant will provide crucial support to the Lead Professional, Lead Tutor and the tutoring team in the provision for a student working through GCSE and A-Level subjects. This role involves ensuring smooth administrative operations, coordinating lesson materials, tracking key reports, supporting in IT and assisting in scheduling and compliance. Additionally, the Personal Assistant/Administrative Assistant will play an active role in safeguarding lessons, monitoring tutor compliance, finance tracking and managing communication between therapists and the educational team.

Key Responsibilities:

1. Meeting Support: Set up meetings between different parts of the team and therapists that work with MC. Attend all meetings related to the provision, including biweekly tutor meetings, annual reviews, and multi-disciplinary team (MDT) meetings. Record and distribute detailed minutes and action items for all meetings within the allocated deadline. Track progress on action items and follow up on outstanding tasks to ensure timely completion.
2. Safeguarding and Lesson Support: Safeguard lessons by monitoring compliance with safeguarding protocols, ensuring accurate reporting of concerns. Support the Lead Tutor in identifying and reporting any safeguarding concerns that arise during lessons.
3. Report Tracking and Follow-up: Monitor and track all reports from various therapies (e.g., occupational therapy, speech therapy), ensuring they are received on time. Chase up late or missing reports to ensure deadlines are met and documentation remains up to date. Support the Lead Tutor in ensuring all reports are appropriately filed and referenced in ongoing student care and curriculum planning. Support the Lead Professional with consolidation of each report and notifying the required parties of their actions.
4. Scheduling and Coordination: Assist with the scheduling of annual reviews, MDT meetings, and other key appointments related to the student's educational and therapeutic needs. Coordinate with the Lead Tutor to support the scheduling of mock exams, assessments, and tutor training sessions. Support the student's family and external professionals with meeting coordination and communication.
5. Materials and Resource Management: Oversee the stock levels of learning materials and other resources required for lessons, including occupational therapy (OT) and home-based learning tools. Place orders for materials as needed, ensuring they are delivered on time and within budget. Organise and manage the delivery of learning materials to the student's home, coordinating with suppliers and service providers. Support with overseeing licences for online platforms ensuring that these are renewed where necessary.
6. Compliance and Tracking: Track tutor training, certifications, and compliance with safeguarding and other professional standards, ensuring all records are kept up to date. Maintain a central record of all members of the team. Maintain a record of all tutor training and ensure that required courses and certification are completed on time. Monitor and update compliance records, reporting any gaps or non-compliance to the Lead Tutor. Ensure that annual/repeat training is proactively scheduled, held and completed before the previous training has expired.
7. Bitpaper Management: Setup and Support: Responsible for setting up Bitpaper sessions for tutors upon request, ensuring that the correct templates and materials are uploaded and available for each lesson. Complete and manage the saving of Bitpaper post-lesson, ensuring all work and annotations are accurately saved and stored for future reference. Provide troubleshooting support to tutors and students in using the Bitpaper platform, ensuring smooth operation and timely resolution of any technical issues.
8. IT Coordinator Responsibilities: Act as the primary liaison with the external IT support team, ensuring smooth coordination and addressing any technical issues. Manage user accounts, passwords, and permissions for staff within the system, ensuring secure and appropriate access. Oversee and manage SharePoint, including the organisation of all user channels and document libraries, to ensure efficient collaboration and resource management. Provide IT troubleshooting support to staff and act as the first point of contact for resolving technical difficulties within the online provision. Coordinate with the IT team to ensure smooth operation of all technological systems, ensuring timely resolution of any technical issues that impact lessons or administrative processes. Oversee the renewal and maintenance of software licenses and IT infrastructure relevant to the provision. Support the team with platform setup and user management for any additional digital tools required for online learning and communications. Ensure that IT processes align with the provision's data protection and security policies including adherence to GDPR and other relevant laws.
9. Induction of New Staff: Prepare and send the Welcome Pack one week before the start date, including handbooks, Zoom/Bitpaper links, and policies. Schedule and coordinate induction meetings, training sessions, and provide any required materials. Track new staff progress during the induction, ensuring completion of onboarding tasks and compliance with policies. Serve as a point of contact for queries and assist with onboarding-related issues.

Requirements of this role:

1. Proven experience as an Administrative or Personal Assistant - essential
2. Available to work Monday to Thursday 09:00 to 17:30 and Friday 09:00 till 17:00
3. Holds an Enhanced DBS on the Update Service - or willing to apply
4. Strong communication skills, both verbal and written, with confidence in delivering information effectively.
5. Highly organised with the ability to manage multiple tasks simultaneously.
6. Demonstrated expertise in scheduling and planning.
7. Exceptional time management skills, with a strong ability to prioritise tasks and manage workload efficiently.
8. Good WIFI connection and access to own computer/laptop.

Benefits of this role:

1. Hourly pay of £15.91 to £16.00 (UMB)
2. Flexible payment schedule - choose between weekly or monthly
3. Complimentary online CPD training courses - fully funded by us
4. Comprehensive support from the dedicated team throughout the package

If you're interested in this role and would like to learn more, please don't hesitate to call us at 01925 594 203 or email.