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Administrator (UK schools)
Pearson
London, , United Kingdom
Job Details - this job has expired, please see similar jobs below
Description
At Pearson, we’re committed to a world that’s always learning and to our talented team who makes it all possible. From bringing lectures vividly to life to turning textbooks into laptop lessons, we are always re-examining the way people learn best, whether it’s one child in our own backyard or an education community across the globe. We are bold thinkers and standout innovators who motivate each other to explore new frontiers in an environment that supports and inspires us to always be better. By pushing the boundaries of technology — and each other to surpass these boundaries — we create seeds of learning that become the catalyst for the world’s innovations, personal and global, large and small.
Purpose of the role:
Support the efficient running of the UK Schools business across
both sites
Work closely with inhouse
teams and suppliers to support
delivery of products and services
Department lead on business change where required, e.g.
implementation of business systems
Drive efficiency through centralisation of processes and workload
Be aware of, support and contribute to, our changing ways of
working
Context:
1. The UK Schools business is supported with efficient
administrative support across Learning Services and GQ
across the London and Oxford sites
2. Be aware of, support and contribute to, our changing ways
of working
3. Drive efficiency through centralisation of processes and
workload
Main accountabilities:
Project Management
● Plan and manage workload according to agreed timelines, seeking help
when prioritisation is required
● On time coordination & circulation of reports
● Any spend within allocated budget and issues raised where necessary
● Departmental needs (eg stationery) monitored and supplied in timely
fashion
● High level of attention to detail
● A flexible approach to work and ability to use own initiative as well as work
as part of a team
● Ability to work well under pressure and achieve strict deadlines
Systems, Workflows and Processes
● Competent in Word, Excel, PowerPoint, Google Drive, VMR, Oracle
● A willingness to learn, use and become proficient in new systems and
databases
● Act as champion / super user for new business systems (e.g.
iProcurement, Fusion, myFinOps) including answer queries, provide
relevant information, advocate training, provide demos, raise queries on
behalf of teams etc
● Assist new starters on usage of systems
● Support Learning Services teams with all stages of supplier payment and
contracts as required using the necessary systems
Communication
● Communicate progress on work, and on any potential blockers in a timely
and constructive manner
● Communication to internal and external stakeholders is appropriate and in
line with Pearson values
● Send email communications to teams on behalf of any team member as
required in a timely manner
● Excellent written and verbal communication skills
● Professionalism and discretion when dealing with confidential information
Service Management
● Overseeing or assisting with the organisation of events as required, in
particular collaborative network events, conferences, launch events,
market research meetings, school trialling etc
● Support Project Teams with a range of administrative tasks linked to
brands and services
● An understanding, or willingness to learn about, the schools and colleagues
educational market within the UK
Finance and Contracts
● Process new vendor requests on Oracle
● Raise Purchase Order requisitions in Oracle on behalf of Product Managers
● Receipt goods or services in Oracle on instruction of Product Managers as
required
● Track supplier payments and alert Product Managers to any invoices
blocked due to overspend against Purchase Order
● Work with supplier accounts teams to help ensure timely payments of
invoices by advising on systems, workflows, information required on
invoices (e.g. PO number)
● Maintain project budget tracking for teams as required
● Assist Product Management teams to raise author contracts and FWOs as
required
● Track and send contracts as required on behalf of teams
Comms and departmental information
● Maintain uptodate
team distribution lists and departmental / team
structure charts and communicate these / keep them accessible to teams
● Send email communications to teams on behalf of any team member as
required in a timely manner
● Work with Facilities teams on both sites to maintain uptodate
floor plans
and manage desk requirements, including hotdesks
Support delivery teams work with external suppliers
● Work closely with supplier accounts team to ensure smooth payment
processes
● Assist teams with Statements of work as required
● Assist with setup
of meetings between teams and suppliers, e.g. kickoff
meeting, standups, retros
Departmental meetings and reporting
● Arrange meeting paperwork, agenda, minutetaking,
room booking for
departmental meetings
● Coordination & circulation of reports e.g. slippage reporting, release date
reporting
● Assist with arrangements for departmental away days, team planning
days, large meetings with suppliers, e.g. project kickoffs
● Coordination of movement sheets and hot desk bookings
● Departmental report collation
Specific support for GQ teams
● Inhouse
support for fieldbased
team members such as National
Managers
● Monitoring subject and qualification inboxes as required, responding to
customer queries and/or forwarding to the appropriate contact
● Responding to internal and external queries, forwarding to the appropriate
contact as required
● Organising direct mailings and monitoring returns
● Events
● Data and document management, including:
○ Regular and adhoc
reporting requirements from company
databases
○ Maintaining internal and external contact and communication lists,
and lists of interested centres for new qualifications
○ Preparation of mailing lists for questionnaires
○ Assisting with data collection, monitoring and analysis to track
performance against retention and new business targets, and
supporting any followup
tasks
○ Uploading new documents onto Toolkit and/or the website
○ Maintaining filing systems as required
Events / Trials
3 Overseeing or assisting with the organisation of events as required, in particular
collaborative network events, conferences, launch events, market research
meetings, school trialling etc:
● Management of special requirements such as dates to avoid, recommended
venues
● Sourcing venues and managing logistics
● Liaison with presenters and trainers and other personnel involved
● Liaise with Pearson Training team for information such as delegate lists from
ProData
● Arranging, managing and monitoring attendance
● Pack/material coordination, liaising with the Content Production Services
(CPS) as required
● Filing copies of evaluation forms and responding to comments and queries,
escalating as required
● Coordination of postevent correspondence and customer support
Other ad hoc support
● Support Project Teams with a range of administrative tasks linked to
brands and services
● Assist with room booking where required (large meetings, PDRs)
● Mail distribution
● Stationery monitoring and order placement
● Management of new starter/leaver requirements, including IT account and
systems set up, equipment and desk requirements
● Assisting with large print jobs as required, e.g. printing of proofs for
Edexcel Publisher Relations team
● Distribution of gratis copies
● Administration of incentives for research participants (e.g. Amazon gift
vouchers)
● Assist with organisation of author meetings, focus groups or school /
college visits as required
Qualifications
Excellent interpersonal and communication skills
● Excellent written language skills
● High level of attention to detail
● Organised with the ability to prioritise and manage own workload
● Good planning skills
● A flexible approach to work and ability to use own initiative as well as work as
part of a team
● Ability to work well under pressure and achieve strict deadlines
● Competent in Word, Excel, PowerPoint, Google Drive, VMR, Oracle
● A willingness to learn, use and become proficient in new systems and
databases
● Professionalism and discretion when dealing with confidential information
● An understanding, or willingness to learn about, the schools and colleagues
educational market within the UK