Administration Assistant for SMT (Mat Cover)

CISWO; Brighton; On-site; GBP 19,000 - 30,000; Part time

Job summary

A charitable organization is seeking a Senior Management Team Assistant for maternity cover in Rotherham. The role involves providing comprehensive administrative support to the senior management team, including diary management, meeting coordination, and producing reports. Candidates should possess excellent administrative and IT skills along with the ability to handle sensitive information confidentially.

Qualifications

• Experience of working with senior management in a supportive role.
• Experience of electronic diary management.
• Proven ability to deal with sensitive information confidentially.

Responsibilities

• Support members of the Senior Management team with a wide range of administration duties.
• Schedule and set up internal and external meetings.
• Plan meeting logistics, arrange transport, accommodation, and hospitality.

Skills

Excellent administrative skills

Interpersonal and communication skills

IT skills, Microsoft Office

Organizational skills

Education

Good level of education

Job description

Job Title: Senior Management Team Assistant (Maternity Cover)

Reports to: North England Development Manager

Location: Whiston, Rotherham (with some travel required for meeting support)

Salary: £19,544 per annum (0.66FTE pro‑rata £29,317)

Job type: Fixed Term Maternity Cover

Hours: 25 hours per week over a minimum of 4 days, to include Tuesday, Wednesday, and Friday (exact hours to be agreed with the candidate)

We are currently recruiting for a maternity cover for our Senior Management Team Assistant position based at our Head Office in Whiston, Rotherham. The role will involve providing comprehensive administrative and organisational support to members of the senior management team, ensuring the smooth running of projects, meetings and wider operational activity.

You will support the senior management team with a wide range of administration tasks including diary and calendar management, scheduling internal and external meetings, preparing agendas, taking accurate minutes, tracking actions and coordinating logistics such as travel, accommodation and hospitality. You will also be responsible for producing reports, presentations and briefs, collating and analysing information, maintaining electronic and paper filing systems and ensuring compliance with data protection and quality control standards.

You will have excellent administrative skills, including strong document formatting and minute‑taking, and experience of supporting senior management. You will be highly organised, proactive and able to prioritise your workload effectively, with excellent IT skills and the ability to produce high‑quality written reports and presentations. Strong communication and interpersonal skills are essential, along with discretion and the ability to deal with sensitive information confidentially.

The role will also involve supporting wider organisational activities, such as helping to maintain effective office operations including greeting visitors, dealing with incoming and outgoing post, and providing telephone support. You may also be required to provide cover for the Directorate Assistant during periods of absence.

Key Responsibilities

• Support members of the Senior Management team with a wide range of administration duties.
• Schedule and set up internal and external meetings including agenda management, minute taking, action tracking and relevant communication.
• Plan meeting logistics, arranging transport, accommodation, hospitality etc. for participants.
• Diary and calendar management: support the senior management team and administer shared calendars.
• Assist with the production of marketing materials, develop social media activity, assist with promotional activity and write engaging content for the in‑house and external communication channels.
• Manage electronic and paper filing systems, establish structure, access, policy, quality control and data protection.
• Support procurement through research, identifying suppliers and obtaining quotes.
• Perform general office duties such as greeting visitors, dealing with incoming and outgoing post, staffing the main telephone switchboard, and provision of backup cover/holiday support to ensure effective running of the office.
• Produce reports, presentations and briefs, analyse information and provide feedback to senior management team members as required.
• Co‑ordinate projects, track progress and communicate with those on different project teams.
• Communicate revised documents, oversee version control and coordinate compliance‑related record keeping and reporting.
• Provide cover for the Directorate Assistant during any periods of absence, annual leave etc.

Skill/Qualifications/Experience

Essential

• Good level of education including evidence of ongoing professional development.
• Excellent administrative skills including formatting of documents, minute taking and a systematic approach to administrative duties.
• Experience of working with senior management in a supportive role.
• Experience of electronic diary management.
• Experience of facilitating new processes and ways of working within an organisation.
• Exceptional interpersonal and communication skills to enable professional interaction with a wide range of contacts, both internal and external.
• Ability to organise and plan own work.
• Excellent attention to detail, with the ability to maintain a high level of accuracy.
• A flexible approach to work including the ability to prioritise and re‑prioritise.
• A proactive approach, ability to work on your own initiative and be assertive to see tasks and projects through to completion.
• Ability to deal with sensitive information with discretion and maintain confidentiality.
• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.
• Experience of data analysis and report writing.
• A valid driving licence and access to a personal vehicle.

Desirable

• Experience of working in the charity / social care sector.
• Project management experience.

This job description reflects the major tasks to be carried out by the jobholder and identifies the level of responsibility at which the jobholder will be required to work. This job description may be subject to review and/or amendment at any time to reflect the requirements of the job.

For external applicants, please apply directly through our application portal using this link: https://ciswo.bamboohr.com/careers/28?source=aWQ9MTI%3D