Senior Administrator

London Borough of Bromley Council; Greater London; Hybrid; GBP 34,000 - 37,000; Full time

Benefits offered by this job

Hybrid working pattern

25 days holiday plus BH (pro rata)

Wellbeing day

Employee Assistance Programme

Contributory Pension scheme

Cycle to work scheme

Blue Light Card

Job summary

Bromley Y is seeking a Senior Administrator to provide high-quality executive support to the CEO and Clinical Director. This role is based in Bromley with a hybrid pattern and 37.5 hours per week.

The post holder will deputise for the Business Support Manager, coordinate priorities, maintain systems and ensure smooth operation of the Business Support function while upholding safeguarding and data protection standards.

Qualifications

• Three years' experience in a varied administrative role within a busy office or service environment.
• At least one year's experience providing PA/executive support to senior leaders.
• Experience deputising, coordinating a team or taking responsibility for an administrative function.

Responsibilities

• Provide dedicated PA support to the CEO and Clinical Director, including diary management, meeting arrangements, correspondence, document preparation and action tracking.
• Deputise for the Business Support Manager and assume day-to-day responsibility for the Business Support function.
• Coordinate team workload, monitor tasks, respond to operational issues and act as the main escalation point for Business Support matters.
• Prepare agendas, reports, presentations, briefing papers and meeting packs; take accurate minutes and maintain action logs.
• Coordinate meetings involving senior leaders, partners and stakeholders, including venues, technology, papers and follow-up arrangements.

Skills

Diary management

Executive support/PA

Team coordination

Communication skills

Discretion & confidentiality

Independent working

Attention to detail

Microsoft 365

Tools

Microsoft 365

Job description

As a growing and forward-thinking organisation, we're dedicated to delivering a truly high-quality service, something every member of our team helps to shape. If you value positivity, respect and teamwork, and you're a contributor, driven by making a meaningful difference, we'd love to hear from you. An exciting opportunity has now opened to join us as a Senior Administrator.

Bromley Y is a long-established Charity based in Bromley that listens to feedback from Children, Young People, their families and/or carers as well as partner agencies. We are a Mental Health and Emotional Wellbeing Service based on the principles of IThrive and IAPT. We are very proud of all the services we offer, from 1:1 evidenced based interventions to group work, digital offers, webinars, mentoring and social prescribing.

About the role

• Role: Senior Administrator
• Salary: £35,414 per annum
• Working pattern: Full Time
• Reports to: CEO
• Working Hours: 37.5 hours per week
• Grade:4
• Location: Hybrid Model (minimum of three days in the Bromley Y building)

The role

The postholder provides dedicated PA support to the CEO and Clinical Director, including complex diary and meeting management, correspondence, document preparation and action tracking. When the Business Support Manager is absent for any reason, the postholder will deputise and assume day-to-day responsibility for the Business Support function, maintaining service continuity and escalating significant matters appropriately.

The Senior Administrator also provides high-quality day-to-day support to the Business Support Manager, helping to coordinate priorities, maintain effective systems and ensure the smooth operation of the Business Support function.

This varied role combines senior administrative, PA, deputising and front-of-house responsibilities, including:

• Provide dedicated PA support to the CEO and Clinical Director, including diary management, meeting arrangements, correspondence, document preparation and action tracking.
• Work closely with the Business Support Manager, providing reliable administrative support and helping to coordinate the priorities and workload of the Business Support function.
• Deputise for the Business Support Manager whenever they are absent for any reason, assuming day-to-day responsibility for the effective operation of the Business Support function.
• During periods of deputising, coordinate team workload, monitor tasks, respond to operational issues and act as the main escalation point for Business Support matters.
• Prepare agendas, reports, presentations, briefing papers and meeting packs; take accurate minutes, maintain action logs and follow up deadlines.
• Coordinate meetings involving senior leaders, trustees, commissioners, partners and other stakeholders, including venues, technology, papers and follow-up arrangements.
• Provide a warm and professional welcome to children, young people, families, visitors and colleagues, ensuring visitor procedures are followed.
• Monitor shared mailboxes and telephone enquiries, take accurate messages and direct or escalating matters appropriately.
• Maintain accurate client and service records on the electronic patient record system and handle confidential information securely.
• Coordinate venues, interpreters, translators, events and practical arrangements, and help keep the Welcome Room and therapy spaces safe and well stocked.
• Support health and safety activity, including building checks, routine testing, risk-assessment actions and liaison with contractors and advisers.
• Support data protection and Subject Access Request activity, including logging requests, gathering information, maintaining records, assisting with redaction and escalating concerns.
• Undertake other duties commensurate with a senior administrative and deputising role.

Our service operates 8am to 6pm Monday to Friday and some Saturday working may be required.

Working in a friendly team, your key responsibilities will include:

Experience, skills and behaviour we value

• At least three years' experience in a varied administrative role within a busy office or service environment
• At least one year's experience providing PA, executive assistant or senior administrative support to senior leaders
• Experience of deputising, coordinating a team or taking responsibility for an administrative function in a manager's absence
• Strong diary, meeting and priority-management skills, with the ability to manage competing deadlines
• Excellent written and verbal communication skills, with a warm, professional style
• Discretion, sound judgement and confidence handling sensitive and confidential information
• Ability to work independently, use initiative, resolve day-to-day issues and recognise when escalation is required
• Excellent attention to detail, organisation and follow-through
• Strong working knowledge of Microsoft 365, including Outlook, Word, Excel, PowerPoint and Teams

The Rewards for joining us

• Good competitive salary
• Comprehensive induction
• Hybrid working pattern
• Holiday entitlement of 25 days per annum, plus bank holidays (pro rata for part time)
• A wellbeing day
• Support via our Employee Assistance Programme
• Contributory Pension scheme
• The successful candidate will be supported in their professional development
• Attending organisation events
• Cycle to work scheme
• Blue Light Card
• Being part of a dynamic, creative and innovative team where all our people are empowered to achieve their very best
• Work for an award-winning organisation
• Be part of a diverse, inclusive, collaborative and supportive working environment that places Diversity, Equity, Inclusion and Belonging at the heart of its business strategy

As an equal opportunities employer, we are committed to the equal treatment of all current and prospective employees and do not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership. We aspire to have a diverse and inclusive workplace where our employees feel psychologically safe, and we strongly encourage suitably qualified applicants from a wide range of cultural and ethnic backgrounds to apply and join our organisation.

We are committed to the safeguarding of children and require the successful applicant to undertake a check from the Disclosure and Barring Service.

By submitting an application, you are consenting to Bromley Y HR team securely holding and processing your personal data. You retain the right to have your information deleted in line with current GDPR legislation. Please refer to our job applicant privacy notice for further information.

Job Description.docx