Senior Office Administrator

7 days ago

Kingston Upon Thames, United Kingdom Duval Associates Ltd Full time

Senior Administrator & PA - A superb hybrid mix with huge emphasis on professional high-quality organisation and administration. Working in an SME membership organisation of great importance, supporting senior people and the organisation in general.Fast paced, hands on, get stuck in type of role for an administration, PA, secretarial all rounder at this South London Head office. Work in a team of Administrators and Pa's with the balance, 65% a senior administration orientated role. 35% PA/SecretarySalary will be up to £36,000 with 26 days holiday plus all bank holidays. Core hrs ate 10-4pm with flexible start and finish times as long as your full-time hrs are complete every week. You will be dynamic, flexible and a team player. Down to earth, professional and have like for like current experience with this type of role in this fast paced, SMEThe role is a 12-month full time contract employed directly with the employer. There is a very strong likely hood that the role will become permanent, permanent. We are looking for an immediate start - Ideally June or start of July.

This is office based in South London with an office move to Vauxhall in the Autumn.

A brilliant role - great people and team and a purpose led opportunity to make yourself indispensableSpeak to Chloe at Duval Associates ASAP

General Scope and Purpose of Role

This is an important role providing administrative support across the Head Office Admin and Membership departments, with the primary focus being to provide administrative support to the National Officers and the Membership department. Able to work flexibly, the jobholder will enjoy working with computerized systems, traditional office systems and numbers, have an excellent eye for detail, as well as being exceptionally methodical, organised, and flexible in their outlook to work. He/she has the determination and patience to complete tasks accurately and will understand the importance of meeting deadlines. At any given time, the job holder may be required to work within one or more of the relevant areas below and may not necessarily be deployed across all of them other than when covering the absence of other team members.

There are currently three National Officers in post with a fourth to be appointed. Each has specific remits, with the National Officer (Health & Safety and International Liaison) remit being particularly meeting and committee focused.

The job holder will support all National Officers as follows:

  1. Provide support to the National Officers to include
  • Diary management
  • Managing e-mails
  • Fielding telephone calls and media enquiries
  • Conduct administrative-related research projects, as may be requested
  • Assist with drafting replies on their behalf
  • Assist with the administration and issue of any ad hoc reports, circulars, etc.
  • Booking of accommodation and travel
  • Annual Conference
  • Elections
  1. Organise the National Officers' engagements by coordinating and administering internal and external meetings, including the booking of venues, travel, and accommodation.
  2. To provide assistance to the National Officers for meetings, seminars, conferences by meeting and greeting visitors, organising refreshments and occasionally assist with presentations and take minutes, as may be required.
  3. Act as a central point of contact across the organisation when required for the National Officers in respect of organising relevant meetings and events which may be attended by them.
  4. Act as a key representative of the Union providing informed professional and courteous responses to external enquiries and creating documents as and when required on behalf of the National Officers.

Membership Department

  1. Undertake training on the Membership system and become proficient to enable effective support and cover for the department as required.
  2. Input, retrieve and update the FBU Membership System, including liaising with Organisers, Regional Officials, EC Members, National Officers, and Head Office.
  3. Process membership accounts for applications, AIF nominations and direct debits, ensuring that everything is accurate and recorded.
  4. Carry out various finance related duties as required. This includes raising membership refunds for the Accounts Department to process. Allocating checkoff payments.

All Departments

  1. Provide effective and efficient administrative assistance to include dealing courteously with email, telephone queries, and postal mail; working with colleagues, officials, members, and other stakeholders to answer and resolve queries, ensuring that key tasks are prioritised and all FBU and statutory deadlines are met across all areas of the role.
  2. Set up and maintain appropriate office management and storage systems, as required, and ensure that paper and electronic file and data are kept current and updated. Undertaking scanning, photocopying, filing, distribution, and storage of documents as required.
  3. Generate correspondence as appropriate on own initiative or as directed, to include obtaining the relevant authorisation as necessary and undertaking distribution as required. Provide accurate typing of letters, to include originating and responding to correspondence., including for and on behalf of National Officers.
  4. Liaise as necessary with other departments, regions and external agencies ensuring the maintenance of an efficient and professional service.
  5. Ensure that the requirements of the General Data Protection Regulations are observed and adhered to, and confidentiality is maintained, across all areas of the role.

An All Action Senior Administration / PA / Support role in a wonderful South London SME / Member union organisation

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