JOB DESCRIPTION
TITLE:
Franchise Team Administrator (12 month FTC)
RESPONSIBLE TO:
Franchise Development Manager
HOURS OF WORK:
35 hours per week (flexibility of working outside these
hours is required to meet the needs of post)
1.
PURPOSE OF THE JOB
1.1
To provide a full administrative support to all members of the Franchise Recruitment
Team.
1.2
To assist the Franchise Development Manager and the Franchise Recruitment
team in a range of administration relating to functions across the UK.
2.
LINE MANAGEMENT RESPONSIBILITIES
2.1
None at present.
3.
DUTIES AND RESPONSIBILITIES
3.1
To provide administrative support to all members of the Franchise Recruitment
team.
3.2
To assist the FDM & FRMs in the development and implementation of all aspects of
Instructor recruitment processes including but not limited to advertising, responding
to enquiries, processing applications and applicant communications.
3.3
Maintaining and updating the events spreadsheet.
3.4
To liaise with venues and negotiate the best rate as and when required.
3.5
To make travel arrangements, including booking cars, trains and accommodation
on behalf of members of the team as and when required.
3.6
Updating the Franchise Recruitment website with upcoming events.
3.7
To notify call handlers of any updates or amendments.
3.8
To create, maintain and update event booking sheets for the call handlers to work
with, taking note of formulas within.
3.9
To ensure all materials required for events are readily available.
3.10
Diary Management, organising meetings and information sessions; finding, booking
and preparing meeting rooms.
3.11
To collate and update weekly and monthly KPIs for distribution to FDM/DGM/GM.
3.12
Maintaining and updating the franchise takeover spreadsheet as and when
required.
3.13
Maintaining and updating the Invite to Train whiteboard and spreadsheet as and
when required.
3.14
To manage Invite to Train information including but not limited to sending KBPs to
Team Administrators, maintaining and updating department records and scanning
all relevant documents.
3.15
To manage Instructor referrals including but not limited to distributing referrals upon
receipt and processing any relevant payments.
3.16
To produce mailshots as requested by FRMs and organise distribution by in-house
post or KDC
3.17
To collate IS packs for events at least 24 hours in advance and arrange delivery to
the venue as and when required.
3.18
To book and set up proficiency tests, as well as further diary management
3.19
Marking proficiency tests, maintaining and updating the ‘passed test’ spreadsheet
tracker and returning to FRMS.
3.20
Filing of candidate files and updating tracker spreadsheets for future mailshots.
3.21
Maintaining and updating job boards with current recruitment needs according to
their location, as specified by FRMs.
3.22
To send rejection letters or emails to unsuccessful applicants and update records
accordingly.
3.23
To process any FRM expenses and payments as and when required.
3.24
To stamp and correctly code invoices for FDM signing, whilst ensuring a copy is
filed and the expenses tracker is updated accordingly.
3.25
To provide a professional reception service for the department: managing enquiries,
taking messages and passing information when members of the team are out of the
office.
3.26
To cover the Kumon reception desk as and when required.
3.27
To research and provide statistical information as and when directed by the FDM
Manager.
3.28
To ensure effective communications within the FR team.
3.29
To attend training and meetings as and when required. There may be a necessity
for these to be outside of normal working times and may require travel to other
offices.
3.30
To work with, abide to and positively promote all KEUK’s policies and/or procedures
including but not limited to, health and safety matters, operational and HR related
policies and procedures.
3.31
To maintain confidentiality at all times in accordance with data protection and
privacy legislation.
3.32
To carry out all reasonable duties as and when requested by your line manager or
any other senior management member.
This job description outlines the general ways in which it is expected you will meet
the overall requirements of this post.
The list of tasks is not an exhaustive one and duties may be varied from time to
time. This job description is subject to regular review.
Oct 2014
PERSON SPECIFICATION
Franchise Recruitment - Team Administrator
Attribute
Experience
Essential
Proven track record in
administration roles.
Education
Good level of education in Maths
and English
Professional manner
Enthusiastic
Positive
Smart appearance
‘Can do, will do’ attitude
Able to work-unsupervised and use
own initiative
Excellent telephone manner.
Personal Attributes
Knowledge and
Skills
Desirable
Experience in working in a
face-paced corporate
environment.
Knowledge of Franchise
Recruitment
Team player, but ability to work
on own using initiative.
Organised and structured.
Ability to work on a multi tasked
basis.
Expertise with the full range of
Microsoft office packages including
but not limited to Word, Excel,
PowerPoint, and Outlook.
Other
Flexible approach to working
hours
Appreciation and understanding
of customer service.
Willing to travel regularly to
other UK offices as and when
required (with possible
overnight stays)
Understanding of and commitment
to an ongoing programme of
professional self-development.
Willing to be challenged
Interests
Positive and caring interest in
children and education.
Full drivers licence and
ability to drive.