Senior Administrator
| Dyddiad hysbysebu: | 14 May 2024 |
|---|---|
| Cyflog: | £24,482 to £26,098 per year |
| Oriau: | Full time |
| Dyddiad cau: | 13 June 2024 |
| Lleoliad: | Stoke-On-Trent, Staffordshire |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | Creative Support |
| Math o swydd: | Permanent |
| Cyfeirnod swydd: | NULSA69104 |
Crynodeb
The Role:
• You will provide high-level professional support and assistance to the Service Director in all aspects of their role. You will be required to manage a wide range of important and high profile responsibilities on behalf of the Service Director, and to exercise a high degree of judgement and discretion in the manager’s absence.
• You will report directly to the Service Director, and will work alongside them and other senior officers on a daily basis. It is a very busy office and the post-holder must be able to plan and prioritise a varied workload, exercising appropriate judgement and responding promptly and appropriately to all enquiries.
• You will be required to handle information of a confidential nature and must observe the highest standards of professionalism, discretion and confidentiality.
• You will be required to do some travelling to services and events, in support of the Service Director.
1. Main Duties
1.1 Provide a first point of contact for internal and external enquiries, acting as filter for the Service Director and referring enquiries onto appropriate personnel along with background paperwork and checking that enquiries have been promptly responded to.
1.2 Oversee effective management of the Service Director’s diary and itinerary, resolving conflicting priorities and optimising the Service Director’s time. Diary management will include ensuring the Service Director’s attendance at key internal/external meetings.
1.3 Organise meetings and events, including booking of rooms/venues and efficient distribution of agendas and minutes. Prepare and circulate papers for meetings as required.
1.4 Distribute written and electronic mail, in and out of the Service Director’s office; disseminating information to key staff, departments, board members, and stakeholders, whilst flagging up important matters and ensuring they are followed up. This will include writing correspondence and reports on behalf of the Service Director and other senior officers, employing the highest attention to detail.
1.5 Liaise with senior officers and stakeholders in all relevant matters. In particular, close liaison will be required with the Executive Management Team and Departmental Heads. Some matters will be highly sensitive and confidential.
1.6 Assist and support the Service Director in planning and delivering corporate events, projects and activities. This may involve preparing project plans and written reports as well as undertaking web-based research.
1.7 Develop and maintain efficient and effective office systems, data collection, and management processes. This will include keeping accurate and accessible records in both paper and electronic format, and being able to locate key information and files promptly when required.
1.8 Collaborate with the HR Team as required during other team members’ annual leave in the preparation of time sheets.
1.9 Organise the approval of timesheets, overtime and expense claims for senior staff.
1.10 Organise and co-ordinate travel and accommodation requests for the Service Director when required.
1.11 Be the point of contact for the organisation of reception, hospitality, and promotional events for VIP’s and visitors.
1.12 Take a proactive approach to gaining a thorough knowledge and understanding of agency policies, management, governance structures, and decision making processes.
1.13 Minute taking at meetings for the Service Director.
1.14 To support and minute take HR meetings (ie disciplinary hearings, investigation meetings, sickness and absence for Service Director and other Senior Colleagues. (Use of audio tape and Transcribing)
1.15 To cover for other colleagues in the Regional admin team, including processing of timesheets/payroll spreadsheets/Training and Recruitment/Reception.
2. Other Duties
2.1 Accept support, supervision and guidance from senior colleagues.
2.2 Carry out all work in a manner consistent with the aims of the project and the service principles adopted by Creative Support.
2.3 Comply with the following:
• Health and Safety policies and Equal Opportunities Policy
• Safeguarding of Vulnerable Adults, including immediate reporting of safeguarding concerns to the Council, the Registered Manager and the Duty/On Call Manager.
• Confidentiality and data protection
• All Creative Support policies, procedures and guidelines for best practice
• CQC Requirements for offices. (supporting Registered Managers)
2.4 All employees should be aware that due to the nature of work Creative Support undertakes there is a requirement to support service users with daily living skills and individual activities which will include moving and handling.
2.5 Identify own training needs in discussion with line manager and attend training events and courses as required.
2.6 Offer support to other senior colleagues when requested. Any other duties as required.
• You will provide high-level professional support and assistance to the Service Director in all aspects of their role. You will be required to manage a wide range of important and high profile responsibilities on behalf of the Service Director, and to exercise a high degree of judgement and discretion in the manager’s absence.
• You will report directly to the Service Director, and will work alongside them and other senior officers on a daily basis. It is a very busy office and the post-holder must be able to plan and prioritise a varied workload, exercising appropriate judgement and responding promptly and appropriately to all enquiries.
• You will be required to handle information of a confidential nature and must observe the highest standards of professionalism, discretion and confidentiality.
• You will be required to do some travelling to services and events, in support of the Service Director.
1. Main Duties
1.1 Provide a first point of contact for internal and external enquiries, acting as filter for the Service Director and referring enquiries onto appropriate personnel along with background paperwork and checking that enquiries have been promptly responded to.
1.2 Oversee effective management of the Service Director’s diary and itinerary, resolving conflicting priorities and optimising the Service Director’s time. Diary management will include ensuring the Service Director’s attendance at key internal/external meetings.
1.3 Organise meetings and events, including booking of rooms/venues and efficient distribution of agendas and minutes. Prepare and circulate papers for meetings as required.
1.4 Distribute written and electronic mail, in and out of the Service Director’s office; disseminating information to key staff, departments, board members, and stakeholders, whilst flagging up important matters and ensuring they are followed up. This will include writing correspondence and reports on behalf of the Service Director and other senior officers, employing the highest attention to detail.
1.5 Liaise with senior officers and stakeholders in all relevant matters. In particular, close liaison will be required with the Executive Management Team and Departmental Heads. Some matters will be highly sensitive and confidential.
1.6 Assist and support the Service Director in planning and delivering corporate events, projects and activities. This may involve preparing project plans and written reports as well as undertaking web-based research.
1.7 Develop and maintain efficient and effective office systems, data collection, and management processes. This will include keeping accurate and accessible records in both paper and electronic format, and being able to locate key information and files promptly when required.
1.8 Collaborate with the HR Team as required during other team members’ annual leave in the preparation of time sheets.
1.9 Organise the approval of timesheets, overtime and expense claims for senior staff.
1.10 Organise and co-ordinate travel and accommodation requests for the Service Director when required.
1.11 Be the point of contact for the organisation of reception, hospitality, and promotional events for VIP’s and visitors.
1.12 Take a proactive approach to gaining a thorough knowledge and understanding of agency policies, management, governance structures, and decision making processes.
1.13 Minute taking at meetings for the Service Director.
1.14 To support and minute take HR meetings (ie disciplinary hearings, investigation meetings, sickness and absence for Service Director and other Senior Colleagues. (Use of audio tape and Transcribing)
1.15 To cover for other colleagues in the Regional admin team, including processing of timesheets/payroll spreadsheets/Training and Recruitment/Reception.
2. Other Duties
2.1 Accept support, supervision and guidance from senior colleagues.
2.2 Carry out all work in a manner consistent with the aims of the project and the service principles adopted by Creative Support.
2.3 Comply with the following:
• Health and Safety policies and Equal Opportunities Policy
• Safeguarding of Vulnerable Adults, including immediate reporting of safeguarding concerns to the Council, the Registered Manager and the Duty/On Call Manager.
• Confidentiality and data protection
• All Creative Support policies, procedures and guidelines for best practice
• CQC Requirements for offices. (supporting Registered Managers)
2.4 All employees should be aware that due to the nature of work Creative Support undertakes there is a requirement to support service users with daily living skills and individual activities which will include moving and handling.
2.5 Identify own training needs in discussion with line manager and attend training events and courses as required.
2.6 Offer support to other senior colleagues when requested. Any other duties as required.