Co-op Academies Trust
Trust Administrator
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Salary: £28,598-£32,061
Permanent
Full Time 37 hours per week (part-time hours considered)
1 Angel Square - this role has to be carried out from the office
Full Job description and person specification can be found here
Purpose of role:
The Trust Administrator provides proactive administrative and coordination support to the Trust Central team, including the Senior Leadership Team (SLT) and the Chief Executive Officer where needed. The Trust Administrator ensures that the central office operates with the professional excellence required to support our academies effectively.
Key accountabilities (and specific duties / responsibilities):
Executive Coordination & Logistics
- Manage complex calendars for the Central Senior Leadership team (SLT), prioritising high-impact meetings and ensuring time is allocated to Trust-level priorities.
- Proactively keep CEO/DCEO updated with upcoming events and important milestones, providing solutions and information as appropriate.
Facility Management:
1 Angel Square (1AS):
- Lead the booking and preparation of meeting rooms at 1 Angel Square, ensuring all logistical needs (catering, tech, materials) are met for executive sessions.
- Manage desk and room bookings for Central colleagues.
- Manage colleague ID passes with Co-op Group and other liaison with Co-op Group regarding ensuring communication on building matters are passed on to colleagues.
- Manage post and action the shred mailbox and phone systems.
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Trust specific:
- Lead the booking and preparation of meeting rooms at regional hubs, ensuring all logistical needs (catering, tech, materials) are met for executive sessions.
- Manage hotel booking for central colleagues.
- Maintain and manage catering records with Co-op inhouse facilities team.
- Issue Trust ID badges, implement a system for return for leavers.
Travel & Itinerary:
- From time to time, booking meetings including external rooms and making travel arrangements.
Office-based projects and ad hoc requests:
- Providing operational support in any office-based transition projects.
- Undertaking any ad hoc requests from the CEO or Senior Leadership team.
Event & Training Coordination
- Assist in the planning and facilitation of training programmes, conferences, workshops, and meetings hosted by the PDI.
- Scheduling CPD events.
- Support with event booking, registration, logistics, and communications.
- Work with trainers and external partners to ensure presentation materials, equipment, and digital resources are prepared in advance.
- Provide on-the-day support for training events, including welcoming guests, troubleshooting IT issues, and managing catering arrangements.
Meeting Governance & Digital Events
Central Hangouts:
- Lead the technical setup, recording, and distribution of the "Central Hangout" and other Trust-wide digital broadcasts on Google Meet.
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Meeting Support:
- Attend high-level meetings to take accurate notes, ensuring that minutes are accurate and that action items are tracked and followed up.
Document Preparation:
- Collate and distribute briefing packs, presentations, and reports for Board and SLT meetings where required.
Trust Operations & Communication
- Manage the Trust-wide calendar.
- Set up systems for post and distribution, to be actioned daily.
- Manage recruitment for Central teams up to conditional offer including;
- Liaising with recruiting managers re job adverts.
- Requesting vacancy approval and uploading vacancies.
- Monitoring vacancy response, downloading and sharing applications with recruiting manager, obtaining references prior to shortlisting, completing online checks, supporting shortlisting process, setting up interview schedules.
- Collating and providing interview panel packs.
- Supporting assessments where applicable, sending invite to interview notifications via SAM Recruit.
- Facilitating interview days and take copies of evidence documents e.g. right to work and ID, qualification certificates, DBS evidence documents.
- Assisting recruiting managers with salary negotiations within advertised range.
- Sending conditional offer letters.
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