Programme Administrator

Clapham South, London
£20,000 per annum
17 May 2018
08 Jun 2018
Contract Type
Full Time

An exciting opportunity has arisen to join our small, friendly and well-established team as Programme Administrator. You’ll provide administrative support to the Programme Manager and the Adopt a School chef team from our Clapham office (office hours are 9am-6pm).

Founded in 1990, the Royal Academy of Culinary Arts’ Adopt a School Trust is a national charity delivering food education in schools. The Adopt a School team, members of The Royal Academy of Culinary Arts, and those in the hospitality industry trained by us, work with a local school with the aim of passing on their knowledge and expertise. Our vision is that every child learns about food in a holistic sense and has the confidence to eat well, be healthy and happy. Our programme helps children to develop healthy eating habits and encourages an enthusiasm and interest in food and cooking, as well as giving an insight into the hospitality industry.


This job description is intended as an outline indicator of general areas of activity and can be amended in conjunction with the post holder in the light of changing needs of the organisation.

Job Summary

  1. Managing general enquiries
  2. Programme support
  3. Assisting with financial administration
  4. Assisting with website updates and social media
  5. Other administrative duties

Job Purpose
To provide administrative support to the Adopt a School Programme Manager and members of the Adopt a School team.

Key Responsibilities

  1. Managing general enquiries
    • Responding to telephone and email enquiries about the programme
    • Managing online registrations and updating school database 
  2. Programme Support
    • Communicating with schools to coordinate sessions
    • Management of registration forms, school surveys and consent forms
    • Updating and maintaining activity database
    • Maintaining electronic and paper filing systems
    • Creating and preparing materials and resources for training, fundraising events and sessions in schools
    • Preparing mail-outs using email and Mail Chimp
    • Helping to analyse survey data for internal and external monitoring requirements
    • Supporting the Adopt a School team of chefs with administrative tasks, as necessary
    • Supporting Programme Manager at training and fundraising events
  3. Assisting with financial administration
    • To support the Programme Manager with financial administration including invoicing
    • Updating finance spreadsheets 
  4. Assisting with website updates, social media and newsletter
    • Maintaining Adopt a School website by updating content as requested e.g. news and events
    • Updating social media
    • Liaise with IT support team when required
    • Supporting the production of regular newsletters and updates using Mail Chimp 
  5. Other administrative duties
    • Helping to manage office supplies and place stationery orders
    • Maintaining filing systems (online and paper)
    • Taking minutes during meetings and circulating these to staff
    • Assisting in other administrative duties that contribute to the smooth running of the office
    • Any other reasonable tasks, as directed by the Programme Manager or Chief Executive

The suitable candidate should:

  1. Have proven experience in office administration and demonstrate an ability to carry out office and administration tasks, e.g. compose and send emails, dealing with enquiries over the phone and via email, updating spreadsheets, creating word documents, taking minutes, printing and laminating etc
  2. Have some experience using financial spreadsheets and/or carrying out financial administration tasks. Demonstrate an ability to communicate effectively and professionally, both verbally and in writing;
  3. Demonstrate an ability to manage time effectively, handling their workload and overseeing a number of different office and administrative tasks;
  4. Show competence in the use of ICT – particularly Microsoft Office Word, Excel, PowerPoint. Some experience of using Survey Monkey, Google Forms and Mailchimp and of editing websites (ideally Wordpress) would be desirable.
  5. Be able to work on own initiative, and as part of a small team;
  6. Demonstrate excellent attention to detail and accuracy;
  7. Be able to work some flexible hours including attending occasional evening meetings/events;
  8. Possess an interest in children’s food education.

How to Apply
Please send your CV and cover letter by 9am on Friday 8th June 2018. Interviews will be held on Wednesday 13th or Thursday 14th June 2018 at our offices in Clapham. Your cover letter should highlight your interest in Adopt a School and your motivation for undertaking this job. Please detail your relevant experience, ensuring this is in line with the job description and person specification.