Administrative Assistant

www.findapprenticeship.service.gov.uk - Jobboard; Middlesbrough; On-site; GBP 22,000 - 26,000; Full time

Job summary

A community support organization is seeking an organized individual for administrative support. Responsibilities include acting as the front-line contact for residents, providing office administration assistance, and maintaining records. The ideal candidate will have strong organizational skills, good communication, and some experience in administration. This full-time role is based in Middlesbrough and offers the chance to contribute to the welfare of vulnerable adults.

Qualifications

• Experience in an administrative role preferred.
• Self-motivated and able to work autonomously.
• Willingness to work flexibly and creatively.

Responsibilities

• Act as a front-line contact for residents and visitors.
• Provide general office administration support.
• Maintain accurate records and ensure compliance.

Skills

Organisational skills

Oral and written communication

IT proficiency (Outlook, Word, Excel)

Education

General education

Tools

Microsoft Office 365

Job description

Purpose:

Are you an organised person? Do you have a strong work ethic and the desire to provide truly exceptional service?

To assist with ensuring that the administrative processes are carried out efficiently and effectively so that the Community can provide support, work and personal development opportunities for the vulnerable adults we support with learning disabilities, mental health and complex needs.

Duties & Responsibilities:

Main responsibilities:

1. Acting as a front-line point of contact for the community and a key contact for residents, families and visitors, including;

- making and receiving telephone calls

- greeting and welcoming visitors

- taking bookings for events and meetings, ensuring meeting rooms and venues are prepared and equipment is available, for external visitors and staff from other communities and locations.

2. Providing general office administration support to the Care & Support Team, Workshop Team and other departments within the community, including;

- ordering stationery, equipment, PPE, and cleaning supplies

- ensuring photocopiers and printer issues are dealt with

- preparing agendas, taking notes/minutes of meetings, typing routine correspondence and reports, distributing agendas and papers

- dealing with post - General administrative and IT support within the community

3. Undertaking administration and secretarial support as and when required for other departments and communities, acting as a point of contact for staff and volunteer queries; referring them on to the appropriate communities or central departments; including the Trust Office, HR, finance, marketing and fundraising. Supporting staff to complete and submit appropriate paperwork, manually or electronically to appropriate departments.

4. Setting up and maintaining accurate records for the community, and ensuring that renewals of certificates and documents are obtained in a timely manner; such as; ensuring residents TV licenses are renewed, fleet vehicles are serviced, MOT’s are valid and taxed up to date annually, that repair arrangements are made, and mileage records are collated and maintained.

5. Ensuring relevant contracts are accurate and up to date, such as waste management.

6. Providing admin support to managers and team leaders for community events, recruitment, training and induction of new staff, such as; putting interview packs together and training and induction handouts.

7. Providing admin support for service inspections, from the local authority and CQC and internal audits.

8. Completing purchase orders on Ebis and responsibility for monitoring the community petty cash.

9. Contributing to the organisation of events held within the community, such as open days, summer & Christmas fayres and other events.

10. Compiling newsletters and emails to staff, people we support about community news and liaising with the marketing department to share news stories to be published externally; preparing internal posters for events in our cafes, gardens and creative workshops.

11. Providing Systems support for other staff within your knowledge, acting as a champion for Microsoft and office 365 products (Word, Excel, Teams, Sharepoint and one drive) and other systems platforms within the organisation.

12. Undertake such other tasks as required individually or with others to develop and maintain the high quality of service required to fulfil the vision of the Community, for example by actively participating in team meetings and relevant training.

Person Specification:

Knowledge & Experience:

• You will be self-directing, with excellent organisational skills, able to identify and see tasks through to completion, reliable and responsive.
• You have good oral and written communication skills.
• You are able to contribute effectively and are willing to work flexibly and creatively to support the work of the senior management team.
• You’ll ideally have a few years of previous experience of working within an administrative role.
• You will have a reasonable standard of general education.
• Good level of IT skills including proficiency in Outlook, Word, Excel, and Power Point.

Key Competencies:

• You’ll be self-motivated, dynamic, and able to work with a high level of autonomy and without close supervision.
• You are able to organise and prioritise own workload and work flexibly.
• Naturally well organised with a proven ability to manage own time and workload.
• The ability to work effectively as a member of a small team.
• You treat others with respect, dignity, honesty and equality and recognise that they may have different viewpoints, beliefs or values.

Camphill Village Trust is an equal opportunity employer.

We reserve the right to close this advert early if we receive a sufficient number of applications.

Camphill Village Trust is committed to safeguarding and promoting the welfare of all adults who use our services and as such expects all staff and volunteers to share this commitment. Successful applicants will be required to complete the relevant pre-employment checks including a DBS check.