Administrator Assistant

Impact Food Group; Woking; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading school catering company in Woking is seeking an experienced Administrative Assistant to support school catering operations. The role involves managing digital platforms, coordinating with schools, and ensuring quality service for staff and parents. Ideal candidates will have strong administrative skills, attention to detail, and the ability to handle customer inquiries professionally. This position offers an opportunity to make a positive impact in students' lives across the UK.

Qualifications

• Previous experience in an administrative, customer support, or operations role.
• Confident using online platforms, especially Forbrains, Freshdesk, or similar.
• Strong organisational and multitasking skills.

Responsibilities

• Respond promptly to calls and emails from parents and school staff.
• Handle complaints professionally and investigate issues.
• Maintain and update accounts on meal ordering platforms.

Skills

Administrative support experience

Customer support experience

Strong communication skills

Organisational skills

Problem-solving mindset

Tools

Forbrains

Freshdesk

Kanpla

Job description

Administrative Assistant

Woking

Impact Food Group

At Impact Food Group, we’re more than just a school caterer. We’re on a mission to create a positive food culture and help more students enjoy healthier, better-quality food. Making a positive social impact is at the heart of everything we do. We’re constantly learning, evolving, and improving — every way, every day.

Through our industry-leading brands — Innovate, Hutchison, Cucina, and Chapter One — we cater for over 550,000 students and operate in more than 900 schools nationwide, growing every year.

We’re now looking for a talented and highly organised Administrative Assistant to join and play a vital role in supporting our business.

Guided by our values, integrity, bold, impactful, empathy and community; you will help us shape a workplace and culture we can all be proud of.

What you’ll be doing

We’re seeking a detail-oriented and proactive Administrative Assistant to join our team. This role supports the smooth running of school catering operations by managing digital platforms, coordinating with schools and kitchens, and ensuring high-quality service for staff and parents. The successful candidate will combine excellent administrative skills with technical confidence, strong communication, and problem-solving abilities.

Key Responsibilities

Customer & Stakeholder Support

• Respond promptly to calls, emails, and Freshdesk tickets from parents, school staff, and operations teams.
• Handle complaints professionally, investigating issues and providing clear resolutions.
• Liaise with schools, kitchens, and partners to maintain accurate information (e.g., allergies, late orders, absences).

Systems & Data Management

• Maintain and update accounts on (meal ordering platforms) create/amend staff, parent, and student accounts.
• Process refunds, transfers, and account adjustments on Forbrains.
• Upload and maintain menu templates and calendar days across.
• Double-check menu layouts and troubleshoot issues, providing clear evidence and descriptions to suppliers.
• Support new school integrations and create admin accounts for school staff.
• Mass delete or manually remove meals and prepare trip or theme-day menus.

Skills & Experience

• Previous experience in an administrative, customer support, or operations role.
• Confident using online platforms (experience with Forbrains, Kanpla, Freshdesk, or similar is an advantage).
• Strong organisational and multitasking skills, with attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to work independently, meet deadlines, and adapt to changing priorities.
• Problem-solving mindset with a focus on providing clear, evidence-based solutions.

If you’re a collaborative, solution-focused administrator who thrives in a busy and purposeful environment, we’d love to hear from you. Join us and be part of a team that is transforming lives through the power of food, making a genuine difference for students across the UK.