Administrative Assistant

2 months ago

Leeds, United Kingdom Palm Cove Society Full time

**Post Title**:Admin Assistant

**Responsible to**:Operations Manager

**Accountable to**:Director of Operations

**Location**:Leeds

**Contract Type**:Permanent

**Hours of Work**:37.5 hours per week - worked Monday to Friday 9am to 5pm

**Holiday Entitlement**:25 days per annum plus 8 Bank Holidays

**The Organisation**

Palm Cove Society was established in 2007 to support vulnerable individuals. Since then, we have supported refugees, unaccompanied asylum seekers, victims of domestic violence and survivors of modern-day slavery.
Currently we support victims of domestic violence and provide support through our outreach service and at our accommodation sites to survivors of modern slavery, supporting clients across West and North Yorkshire and the
Humber.

As an organisation we are committed to lifelong learning and all our staff receive regular training in a wide range of topics. We also provide access to an Employment Assistance Programme for all our staff and to well being courses and sessions. The organisation has a structured progression path for staff who wish to develop further.

**Job / Role Summary**

Based in our senior leadership office, the post holder will be responsible for a range of administrative duties as well as generally supporting the Operations Manager and the Senior Administrator. This position requires excellent administration skills and a flexible and self-starter approach to work. In addition to administrative tasks, reception cover work will be required.

The role will include:

- Completion of quality assessment work of client records on a case management system such as reviewing needs assessments, generating reports, conducting spot checks, reconciling internal and external datasets, analysis and updating of client records.
- Conducting regular spot checks of all client data uploaded onto case management system by colleagues is in line with the organisations information security policies and processes.
- Provide accurate reports to the Operations Manager and other external agencies as directed.
- Ensure various internal and external deadlines are adhered to in a timely manner, ensuring Key Performance Indicators and contractual obligations are met.
- The management of internal and external systems including data compilation and reconciliations as directed by the Operations Manager.
- Assisting the Operations Manager with the management of the organisations quality, environmental and health and safety management systems.
- Other general administrative duties will be required, such as, filing, scanning, copying, and taking notes and minutes of meetings as directed by the Operations Manager.
- Working with teams across the organisation and liaising with the senior administrator to handle requests and queries from the Operations Manager.

Classification PUBLIC 1 | P a g e

In addition to all the above the role involves reception work providing a high quality, professional service on the reception desk, including answering and directing phone calls, acting as a point of contact for clients and external agencies that call our reception line ensuring accurate information is passed to the relevant parties in a speedy manner, always maintaining confidentiality.

You will also welcome visitors into the building ensuring the organisations health and safety processes are followed appropriately.

The post holder is expected to ensure they always perform duties in all elements of the role in a professional manner and with integrity, mindful of confidentiality as appropriate.

These above-mentioned duties are neither exclusive nor exhaustive and the post holder may be required to carry out other duties as required by the organisation.

**Working Environment**

It is a requirement that the post holder can work independently and as a part of different teams. The post holder needs to be experienced in working in a confidential environment.

The role requires the ability to sit and concentrate for prolonged periods and work on multiple work streams at once.

**Person Specification**

**Education**
Excellent verbal and written command of the English language
GCSE’s A* to C in Maths and English or equivalent

**Knowledge & Experience**
A minimum of 2 years in a similar role
Experience of:

- Admin or assistant experience
- Excellent time management skills and ability to multi-task and prioritize work.
- Excellent attention to detail and quality assurance
- working autonomously and in teams
- Organisational and planning skills
- Proficient in MS office
- namely outlook, word and excel.
- Working with confidential information
- Liaising with staff and external organisations
- Reception duties
- Handling of confidential data

Experience with management of data on Microsoft excel is advantageous but not essential.

**Skills & Abilities**
Emotionally intelligent
Excellent written and verbal communication skills and the ability to communicate findings effectively.
Excellent IT skills, highly proficient

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