Office Manager

OFFICE MANAGER / SENIOR ADMINISTRATOR –

JOB DESCRIPTION

Job Title:

Office Manager

Reporting to:

Director

Place of Work:

Most working days will be spent at the Training Centre Office at SO197HS, occasional work may be at our Powerboat Training Centre SO18 1GD. Home working occurs very occasionally.

Commencement Date:

Spring 2022

Overview:

To ensure the company’s office runs efficiently, that bookings/enquiries are handled correctly and certification of our students is managed and recorded.  This position will suit someone with office experience and who has a great attention to detail. The post holder will report directly to the Director. While she/he will not have a large team to manage she/he will run her/his own department, will often direct junior staff and will deputise for the Director on certain matters.

A background in the marine or training sector would be useful but is not essential as training will be given. Likewise experience in a small organization/ family business (i.e. less than 50 employees) would also be useful, but again is not essential

This is your opportunity to join a small growing team and be part of our journey.

Chieftain Training:

The organiataion offers a range of Royal Yachting Association (RYA) and STCW Training Courses to both the public and the commercial sector. The target markets are sailors and power boaters of all sized leisure and commercial craft. The Company operates predominantly in Southampton with a small amount of training taking place in Scotland and elsewhere.

Key Responsibilities:

  • Support the Principal in day to day management
  • Share responsibility for handling enquiries by email and social media
  • Carry out reception / front of house duties
  • Assume responsibility for administrative and secretarial work within the office
  • Maintain company diaries
  • Help deliver a high level of customer service
  • Update the website / online booking system as required
  • Assist in developing the companies marketing strategy
  • Maintain and update the customer database
  • Maintain appropriate stock level of RYA and other publications and certificates
  • Manage all certification and record keeping
  • Manage Quality Assurance systems and records
  • Point of contact with Maritime Coastguard Agency for accreditation
  • Attend selected boat shows, or exhibitions in the companies calendar (few days a year)
  • Take a key role in preparing for these events.
  • Share duties of tidying the centre.
  • Prepare notes and plan for weekly staff meeting
  • Take minutes for annual and other Board Meetings

Person Specification:

Attributes

Essential

Desirable

Source(s) of Evidence

Knowledge

  • Working knowledge of the RYA Training Schemes and/or STCW Training Scheme

 

  • Application
  • Test

 

Skills

  • Attention to detail
  • Good organizational skill
  • Excellent written English

 

  • Ability to maintain database
  • Good interpersonal skills
  • Report/ document writing
  • Web/newsletter content writing
  • Application
  • Test
  • Interview
  • References

 

Experience

  • Experience of making sales by phone or email
  • Use of common office software
  • Minimum 2 years experience working in the marine sector
  • Quality Assurance Management in the Education sector or at a STCW Training Centre
  • Digital Marketing Experience
  • Business use of Socail Media
  • Application

 

Qualifications

  • Full clean driving license
  • Graduate level
  • Any RYA and/or STCW certificates

 

  • Application
  • Certificates

Values /

Qualities

  • Professional attitude & approach
  • Ability to work on own initiative with the minimum of supervision
  • Ability to prioritise task
  • Team player
  • Willingness to learn
  • Interview
  • References

Remuneration & Terms

  • A 5-day Monday to Friday working week with very very occasional weekend work (time given of in lieu)
  • 28 days annual leave inclusive of public holidays. Compulsory leave period at Christmas
  • A typical working day is 0845-1700, however a slightly later finish is sometime required
  • Several training courses are provided during working hours to improve product knowledge. There is the option to attend further training courses free of charge in your own time.
  • Training courses for your immediate family are heavily discounted
  • Pension scheme
  • Free parking is available on site
  • £24-£30K annual salary, dependent upon knowledge and experience. This is a wide range and for a candidate to be considered at the very top of the scale they should meet all of the Essential and Desirable attributes above .

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