The Administration Assistant, known internally as the Commercial Office Assistant, supports the Commercial Department with all day-to-day administrative tasks. The Commercial Department is responsible for the organisation, management, and oversight of the international and local Short Course programme, which is hosted at Eton College and operational during the holidays, on an annual basis. The team also manage all external use of school facilities.
Due to the needs of the school and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply.
BenefitsEton College offers a wide range of benefits, including an 11% employer contribution to your pension (with 4.9% employee contribution), Employee Assistance Programme, enhanced Maternity / Paternity scheme, a cycle to work scheme, subsidised lunches during term time, free or heavily discounted access to the College’s sport and leisure facilities and discounts at local retailers and businesses.
Main DutiesIn relation to Short Courses:
Assist with the creation of all timetabling of Short Course activities;
Assist with collation of the student information for the all the Residential and Non-Residential Courses;
Liaise with the schools involved in our partnership courses in regard to their student applications;
Responsible for the marketing of and the student allocation in relation to the Non-Residential Courses;
Responsible for the booking of visits and trips to theatres and other attractions;
Create staff briefing sheets for all Short Course activities;
Arrange student room allocations in boarding houses;
Assist with catering arrangements for Short Courses;
Coordinate the ordering of Short Course branded clothing for students and staff;
Liaise with parents, Eton staff, external suppliers, etc.;
Assist with the Petty Cash reconciliation at the end of the Short Courses;
Extensive telephone use and email correspondence;
Scanning documents and filing electronically adhering to advised systems;
Filing hard copy documents;
Minute take as required;
Undertake any in house training relevant to the post or in line with current health and safety and safeguarding guidelines. In relation to Facility Lettings:
Support the sport facilities permit allocations, liaising with both internal and external customers;
Coordinate the scheduling of visitors and arranging access to properties where necessary;
Minute taking for various committee meetings;
Taking and retrieving departmental post to the School Office on a daily basis following School Office procedures;
Managing the refreshments and cleaning supplies for the department to ensure consistent, adequate supply;
Allocate visitor parking on a case-by-case basis;
Raising repair instructions on the estate repairs system when required to do so;
Undertake such additional duties or projects as required to enable the smooth running of the department and to support its variety of projects. All employees of Eton College are also expected to:
Develop a good understanding of safeguarding procedures, given all positions at Eton are classed as ‘regulated activity’;
Demonstrate a commitment to safeguarding and promoting the welfare of children. This includes but is not limited to completing safeguarding training as required, complying with all safeguarding procedures and ensuring any safeguarding updates issued by the College are read and understood;
Understand and comply with procedures and legislation relating to confidentiality;
Display a commitment to and promotion of equality, diversity and inclusion.
Understand and comply with procedures and legislation relating to confidentiality.
The Ideal CandidateTo be successful in this role, you will need to be able to demonstrate the following:
Previous experience in a similar role;
A minimum of Intermediate level expertise in the Microsoft Office suite of applications, with particular strengths using Outlook, Word (specifically for mail merge), and Excel (for managing course details and databases);
Experience of taking accurate minutes;
Proficiency in Adobe InDesign, Canva or similar programmes;
Highly organised with the ability to prioritise multiple tasks in order to meet deadlines;
Excellent organisational skills with strong attention to detail and accuracy;
The ability to maintain confidentiality, discretion and professionalism at all times;
Excellent written and verbal communication skills, with the confidence to interact with colleagues, parents and students;
Friendly and courteous telephone manner;
The flexibility to work as part of a team, as well as possessing a sense of self-motivation to use own initiative at all times;
A passion for events and hands-on delivery - you may enjoy this role if you are someone who thrives in a role that balances desk-based coordination with active, on-the-ground delivery.
Strong communication and teamwork skills are essential as you will collaborate closely with colleagues and stakeholders while switching seamlessly between planning and execution;You may also enjoy this role if you have;
A positive ‘can-do’ attitude;
A flexible approach to work.About The CollegeWe are an equal opportunities employer and are seeking applications from suitable candidates from all backgrounds. We are dedicated to creating and sustaining an environment that values individuality and difference and celebrates the diversity of both staff and pupils by fostering perseverance, tolerance and integrity. We believe in equal opportunity for everyone, irrespective of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, sexual orientation or socio-economic background.
If you have any queries about the application process or any problem with submitting your application online, the Recruitment Team will be happy to help. Should you require any reasonable adjustments to be made or facilities provided to enable you to apply online, please do not hesitate to contact us on so we can make adjustments accordingly.
DISCLOSURE CHECKS
Eton College is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including, but not limited to, reference checks with past employers, an Enhanced Disclosure from the Disclosure and Barring Service (including Barred List information), an online search and, where applicable, Prohibition checks. If you are successful in your application, you will be required to complete a DBS Disclosure Application Form. Any information disclosed will be handled in accordance with any guidance and/or Code of Practice published by the DBS. The College is exempt from the Rehabilitation of Offenders Act 1974 and therefore all convictions, cautions, reprimands and final warnings (including those which would normally be considered as “spent” under the Act) must be declared, subject to the DBS filtering rules. It is a criminal offence for any person who is barred from working with children to attempt to apply for a position at the College
