Administrative Assistant

Honeycomb; Holywood; On-site; GBP 24,000 - 29,000; Full time

Benefits offered by this job

Salary £26,227 per annum pro rata

Permanent position

Full-time 37.5 hours

Pension scheme

Free on-site parking

Health & wellbeing scheme

Training and development

Job summary

Honeycomb is recruiting an Administrative Assistant to join the Social Care department and wider corporate services. You will provide essential administrative and reception support, handling diary management, filing, and correspondence with staff and external partners.

The role requires meticulous record-keeping, minute-taking experience, strong IT skills in Word, Excel and Outlook, and a professional approach to confidential information.

Qualifications

• GCSEs including English Language and Maths.
• Proven minute-taking experience is essential.
• NVQ Level 3 or 2+ years in a similar role in an office.
• Strong MS Office proficiency: Word, Excel and Outlook.
• Excellent written and verbal communication skills.
• Organised with discretion and ability to handle confidential information.

Responsibilities

• Provide admin support to Social Care and reception cover.
• Process and record incident reports to regulatory standards.
• Prepare incident summaries and maintain records securely.
• Attend meetings, take notes and produce minutes/reports.
• Support managers with correspondence with staff and regulators.
• Handle general typing, filing and document management.

Skills

Minute taking

Microsoft Office

Communication skills

Organisation

Discretion/confidentiality

Teamwork

Prioritisation

Education

GCSEs including English & Maths

NVQ Level 3

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

The Company

Honeycomb is delighted to be working with a well-established, person-centred organisation providing a supportive and nurturing environment for children and adults with learning disabilities.

We are currently recruiting for an Administrative Assistant to join the team, providing essential administrative and reception support to the Social Care department and wider corporate services.

The Role

The successful candidate will provide efficient, accurate and confidential administrative support to the Social Care department, while also providing reception cover and assisting with wider administrative requirements.

This is a varied role that would suit an organised and professional administrator who is confident handling sensitive information and communicating with a range of people.

Key responsibilities will include:

• Providing general administrative support to Registered Managers, Deputies and Residential Group Leaders.
• Processing and recording incident reports in line with regulatory and service requirements.
• Preparing and maintaining incident summaries and reports.
• Maintaining accurate, secure and confidential service user records.
• Carrying out general typing, filing and document management.
• Attending meetings, taking accurate notes and minutes, and preparing reports where required.
• Supporting Social Care Managers with day-to-day correspondence with staff, regulatory bodies and other stakeholders.
• Providing information and documentation requested by relevant regulatory and statutory bodies.
• Providing reception cover as required.
• Answering incoming telephone calls, handling enquiries, operating the switchboard and taking accurate messages.
• Welcoming visitors and staff in a friendly and professional manner.
• Providing hospitality and general reception support when required.
• Maintaining accurate filing and record retrieval systems.
• Producing reports and information from existing databases.
• Supporting the wider Senior Management Team with administrative tasks.
• Undertaking other administrative duties as required to support the effective operation of the organisation.

The Person Essential Criteria

Applicants must have:

• 5 GCSEs or equivalent, including a minimum Grade C in English Language and Maths.
• Previous strong experience on minute taking is a must for this role.
• At least 6 months' experience working within an office environment where the NVQ Level 3 qualification is held, or a minimum of 2 years' relevant experience in a similar administrative role where the GCSE route is used.
• Excellent working knowledge of Microsoft Office, particularly Word, Excel and Outlook.
• Excellent communication skills, both written and verbal.
• Demonstrable experience producing clear, concise and accurate meeting records, including key decisions and agreed actions.
• Strong organisational and administrative skills.
• The ability to prioritise workload and manage competing deadlines.
• The ability to work effectively as part of a team.
• A high level of discretion and an understanding of the importance of confidentiality.
• The ability to work under pressure while maintaining accuracy and attention to detail.
• A flexible approach to supporting the wider objectives of the organisation.
• Willingness to undertake mandatory training and participate in ongoing personal development.

Package & Benefits

• Salary of £26,227 per annum pro rata, based on the full-time hours for the post.
• Permanent position.
• Full-time hours: 37.5 hours per week, Monday to Friday, 9am-5pm.
• Starting annual leave of 20 days pro rata, plus statutory holidays.
• Organisation pension scheme.
• Free on-site parking.
• Optional enrolment in a health and wellbeing scheme.
• Training and learning opportunities to support ongoing professional development.

Disclaimer

If you have a disability which means you require assistance at any stage of the recruitment process, please contact us directly to discuss. Honeycomb is committed to providing equality of opportunity to all.

Please note, we are receiving an exceptionally high number of applications and will be unable to shortlist candidates who do not meet the specific requirements for this role. Due to the high volume of applications, we may be unable to provide individual feedback. We thank you in advance for your understanding.