Administrator: Role Overview

Hybrid, 3 days a week working from home, 2 in the office, 35 days holiday

This individual will assist in maintaining efficiency across all functions while upholding high professional standards.

Key Responsibilities: General Administration

• Professionally handle incoming calls, accurately record messages, and direct them to the appropriate person.
• Maintain and update electronic records and databases with precision.
• Draft, format, and distribute reports, correspondence, and presentations.
• Organise and manage filing systems, ensuring easy access to necessary documents.
• Support research and compilation of information related to local services.
• Handle document duplication and digital archiving.
• Monitor and replenish office supplies, ensuring a well-maintained workspace.
• Process invoices and financial documentation in coordination with the finance team.
• Track and maintain financial records, including petty cash management.
• Assist in staff scheduling and rota preparation.
• Support the creation of marketing and promotional materials.
• Ensure confidentiality and compliance with data protection regulations.

Meeting Coordination

• Arrange and coordinate meetings, including booking venues and notifying participants.
• Prepare meeting agendas and distribute relevant materials.
• Record and circulate minutes, ensuring action points are followed up.
• Participate actively in team discussions.

Operational Support

• Compile and present reports as required by management.
• Monitor and manage documentation, ensuring accuracy and consistency.
• Liaise with external organizations, maintaining professional interactions.
• Assist with audit preparations and compliance tracking.
• Contribute to continuous improvement initiatives.
• Foster strong working relationships with colleagues and external partners.

Communication & Teamwork

• Maintain clear and timely communication with colleagues and stakeholders.
• Use appropriate communication methods to ensure effective information flow.
• Listen actively and respond to inquiries in a professional manner.
• Provide constructive feedback and encourage knowledge sharing.

Professional Development & Compliance

• Stay updated with policies, procedures, and best practices.
• Maintain high levels of accuracy and efficiency in all tasks.
• Participate in relevant training and development opportunities.
• Uphold company policies related to equality, health & safety, and ethical practices.

Additional Expectations

• Maintain a professional demeanor and uphold the organization’s values.
• Demonstrate flexibility in adapting to new tasks and responsibilities as needed.
• Adhere to all confidentiality and data security requirements.
• Support a culture of continuous improvement and team collaboration.