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The organisation

A dynamic, international organisation in the field of health and fitness, organising postgraduate courses & seminars for physiotherapists and fitness professionals worldwide, and developing related products. Currently entering an exciting process of growth and relocation.
Consequently the group is seeking a key new team member to manage its day to day operations. This is an opportunity for the right individual to make a significant contribution to the ambitious growth and development plans of a world-class team and international group.

The Role Definition

To receive direction from management in the performance of a variety of responsible, confidential, general management, marketing, operational, administrative and other related duties.
On a day-to-day basis the individual will be reporting to the local director though, you will in practice, also report to any of the directors of the companies within the Group.

Standard Responsibilities
Receive and file incoming letters, documents.
Supply and manage office equipments, machines or properties to office and manufactures, kitchen utilities.
Schedule meetings, as and when appropriate.
Welcome/Receive visitors relating to work.
Manage administrative requirements and maintain a safe and secure work environment.
Develop and maintain good working relationships with all relevant clients, agencies and authorities.
Maintain office efficiency, plan and implement office systems, layouts, and equipment procurement.
Ensure rules and procedures in place regarding working hours, lunch, office closure and communications about security.
Prepare financial plans, budgets and forecasts; record, monitor expenses, raise monthly invoices.
Monitor on-going activities and revise contracts.
Maintain stationary supplies and coordinating deliveries.
Manage supply chain and resource requirements.
Telephone operation; agenda management: booking, travels, meeting, arrange hotel for VIP visitors as required
Supplier managements: photo, printing, furniture, mail & post...
Office management: stationery, cleaning services, taxi card, telephone, mobile phone...
Office expense: water, electricity, logistic support for experts.
To be effectively managing the office, running the business, managing the online tool, enabling principals to focus on strategic issues
To be actively involved in sales and marketing of services.

Specific Responsibilities

At various times the role will involve the following:

Meeting Overall Objectives
Efficient administration and development of the group's operations, including its development, whilst working closely with the Directors.

Course Management
Organising an ongoing programme of courses, lectures, seminars and conferences for the group, daily course administration;
Access participant database, course materials, manual ordering and delivery
Coordination of international courses

Office Operations
Coordinating, managing and administering the office; establishing, implementing and operating efficient office systems; office Security (insurance, locking up, petty cash); Health and Safety; Personnel Administration and client bookings for practitioner treatments

Personnel Management

Planning and organising the day to day diaries for each course tutor; office Staff recruitment, management and supervision within the office; (staff training & development, personnel issues such as annual leave, maternity leave, payroll, working hours, employment law)
Liaising with personnel associated with other group companies
Organising training programme for networks of accredited tutors

Financial Management (Sage and Excel)

Issuing company cheques and signing on behalf of group companies
Banking and Financial record keeping
Daily sales invoicing
Debtor accounts (chasing late payments etc)

Marketing

Setting up and executing marketing initiatives (flyers, quarterly newsletters, corporate identity, participant database management and customer relationship marketing)
E-Newsletter design and production
Marketing and Promotion of Group companies and separate brands

Project and Product Development

In liaison with directors, contribute to development of new projects and related products

Information Technology

Ensuring all IT in the office is set up and functioning productively
The purchase and implementation of relevant IT software
Website Design & Maintenance
Design and daily maintenance of the Group's interactive website(s)

Customer Service
Liaising with course participants, course organisers and general enquiries on a daily basis by telephone, internet and post
Enquiries and booking for practitioner treatments

Candidate Profile

Minimum Qualifications Required

A combination of education and experience would provide relevant skills for the job – these may include:
Education: Graduate preferred; degree in relevant field would be an advantage
Experience: Minimum of 5 years in either an administrative, management or senior secretarial post.

Knowledge and Skills

Good command of the English language (reading, writing and communicating)
Understand and execute principles and procedures of record keeping and reporting
Have reasonable understanding of budgeting and accounting
Ability for business letter writing and report presentation
Perform complex secretarial and administrative functions using independent judgement, initiative and planning
Maintain confidentiality and confidential data
Good computing skills: operating a variety of modern office equipment which includes new computer technology, maintaing web sites and financial systems
Independently preparing memo's and communications
Implementing and maintaining standard filing systems
Establishing good working relations with those connected to the job

Ideal Candidate Profile

Fit, healthy, positive
Takes the initiative, thorough, good at planning, prioritising and project management
Maturity, confidence & social skills appropriate to working with senior, high profile individuals operating at national and international levels in fields such as sport, dance or the Armed Forces
Keen to make a career of the job, to be genuinely interested in and committed to the future of the business
Helping out in all areas to begin with including managing the office, marketing and recruiting any additional team members
Practical, precise, purposeful and considerate
Willing to identify mistakes early and to rectify them without drama
Can work independently and on own initiative, though acting on the basis of sound logic
Positive and sociable with a "can do" attitude – willing to take responsibility and to do what's necessary in pursuit of the organisation's goals including event planning, promotion and management, sales and marketing activity, recruitment of additional team members
Willing to commit to and benefit from the long-term growth potential and success of the organisation.

The Package

Salary

£ Commensurate with age, experience and required responsibilities
To include bonus scheme
20 working days leave per annum

Working Conditions

Office-based with the possibility of running errands.
Full time position with working hours from 08:30 – 17:30 (1 hour for lunch with tea and coffee breaks in the morning and afternoon).
There may be times when attendance at meetings, seminars and conferences is required but which do not take place at the place of employment.
There may be occasional weekend work.