Position Overview & Specifications

At OLightOn, our mission is to support every client in their career and personal development journey through world-class coaching and employability training. We pride ourselves in tailoring our services to each client in order to help them “turn their light on” and reach their full potential.

Job description

JOB PURPOSE: To support the Administrator and Coaches by managing the online booking system and carrying out all other necessary administrative tasks for the business.

SCOPE: The OLightOn Administration team is responsible for liaising with clients as well as internal members of staff, ensuring that a professional image of the company is projected at all times. The key objective is to help keep the smooth running of daily operations of OLightOn and to make sure that any issues which arise are dealt with promptly and effectively.

This department is the initial contact that the client will experience with OLightOn and the Administrative Assistant will work with their own initiative, applying a common sense approach to their work.

KEY RESPONSIBILITIES:

1. Provide administrative assistance to the Administrator and Coaches

2. Ensure clients are booked at the recommended time allocation (following the recommended process if not)

3. Attach CVs to Evernotes sent from Caseworkers

4. Take telephone enquiries from clients regarding their forthcoming session

5. Generate weekly invoices by a Monday cut off at 9am

6. Create meeting agenda when required and take minutes

7. Attend group sessions when requested

8. Manage schedules for Coaches

9. Contact clients before their session

10. Book clients for sessions when needed

11. Resolve any issues as they arise

12. Liaise with Coaches and ensure they receive relevant information from the client before their appointed sessions

13. Ensure familiarity with OLightOn’s Health, Safety and Environmental policies and comply with employee responsibilities.

14. At all times comply with company policies, procedures and instructions

15. Contribute to improving the business and enhancing the reputation of the company by putting forward new ideas and by implementing change when requested to do so

Specific Skills

1. Good communication and interpersonal skills

2. Attention to detail with tasks, delivering work that is accurate and trustworthy

3. Ability to catch potential typos and grammatical errors

4. Excellent communication skills, both written and verbal

5. Ability to keep yourself organized as well as organizing team schedules and files within the business’ system

6. Ability to anticipate needs and complete important tasks without needing to be asked

7. Ability to act independently and advise Administrator on important insights/actions

8. Ability to balance multiple tasks at once and manage deadlines

Working Relationships:

Effective working relationships are an essential part of daily working life. The focus in this role is both:-

Internal: Administrator and Coaches