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The role provides full administrative support to the Tour Guide operation. This will involve scheduling Tour Guides to tours,
processing time sheets, typing up monthly newsletters, dealing with all phone enquiries and answering correspondence.
You will need experience of working in an office environment with experience of staff scheduling and a keen eye for detail.
Excellent communication and organisational skills are essential along with an ability to use Word, Excel and Powerpoint. The Tours operation currently run 7 days a week, and runs 10 tours a day.
To be responsible for the staff scheduling -ensuring all tours are covered and that shifts are shared fairly amongst the team.
Process all overtime time sheets and deal with any pay discrepancies.
Be responsible for typing up morning briefings, monthly newsletters monthly visitor number reports.
To answer the phone and deal with any Tours related enquiries.
Summarising visitor feedback on a monthly basis and feedback.
Be responsible for answering all correspondence -letters of enquiry, appreciation or complaint.
To back up tours as and when the need arises.
To be responsible reporting technical faults as and when required.
Record costs/ expenses and inform Manager. [cont right]
To create and maintain an asset register including PCs, exhibits and technical equipment.
Manage giveaway stock levels and ensure effective storage.
To ensure all administrative activities are delivered in a timely and professional manner.
To be an important member of the team that links between the Guides and the Office.
To assist in the administration of the Tours Nationwide initiative.
Essential Skills and Experience
Strong communication skills (both oral and written) with very good attention to detail.
Experience of having worked in an office environment.
Experience in staff scheduling.
Good interpersonal skills -ability to get on with a wide range of people.
Admin Operations Assistant Job Description
IT literate with the ability to use word, excel and power point.
The ability to work both on your own initiative and as a team player.
Excellent organisational skills and the ability to prioritise and deal with many different and often conflicting demands at once.
Analytical skills to be able to spot trends when compiling reports.
Numerate -comfortable in dealing with figures.
Knowledge of the purchasing system `my business`
An enthusiasm for working face to face with the public.
Free job description Admin Operations Assistant
Tours of the premises give visitors the chance to go behind the scenes and witness us at work. The tours are aimed at the general public, schools and colleges. Their aim is to enhance and enrich the visitors perceptions of the company in both an educational and entertaining way.