Administrative Assistant (Part time)

Honeycomb; Holywood; Hybrid; GBP 24,000 - 29,000; Part time

Benefits offered by this job

Salary £26,227 pro rata

Permanent position

20 hours per week

On-site parking

Pension scheme

Health & wellbeing scheme

Training & development

Job summary

Honeycomb is seeking an Administrative Assistant to provide essential administrative and reception support to the Social Care department and wider corporate services. The role is 20 hours per week, Monday to Friday, 2pm–6pm, with a salary of £26,227 per annum pro rata.

The successful candidate will handle confidential information, produce accurate minutes, manage records and support senior staff with correspondence and regulatory requirements.

Qualifications

• 5 GCSEs or equivalent, including English Language and Maths at Grade C or higher.
• NVQ Level 3 qualification or 2+ years administrative experience in a similar role.
• Proven minute taking experience and accurate meeting records.
• Strong Microsoft Office skills including Word, Excel and Outlook.
• Excellent written and verbal communication, with discretion and confidentiality.
• Good organisational skills and ability to prioritise workloads.

Responsibilities

• Provide general administrative support to the Social Care department and reception cover.
• Process and record incident reports in line with regulatory requirements.
• Prepare incident summaries and reports; maintain confidential service user records.
• Attend meetings, take notes/minutes and produce reports as required.
• Support senior management with communications to staff and regulators.
• Answer calls, welcome visitors and manage reception with a friendly professional approach.
• Maintain filing and database records and generate reports from existing data.
• Undertake other admin duties to support organisational operations.

Skills

Minute taking

Microsoft Office

Confidentiality

Organisational skills

Communication skills

Education

GCSE English and Maths (minimum C)

NVQ Level 3 or 2+ years relevant experience

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.

PLEASE NOTE: the hours for this role are Monday to Friday 2pm - 6pm (20 hours per week)

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.

• 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.

• Previous strong minute taking expeience is a must for this role.

• 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.

• Part-time hours: 20 hours per week, Monday to Friday, 2pm-6pm.

• Starting annual leave of 20 days pro rata, plus statutory holidays.

• Organisation pension scheme.

• Free on-site parking.

• Optional enrolment in a health and well being 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.