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Office Administrative Assistant

4 months ago

Rochdale, United Kingdom Meadows Care Full time

**Office Administrator**

**Job description**

Job title: Office Administrator.

Responsible to: Department Manager.

Hours of work: 09:00hrs - 17:00hrs Monday - Friday. (30-minute lunch break)

**Salary**: £22,000 (salary can be discussed)

Location: Office based in Rochdale with occasional travel.

Summary of main responsibilities
- Overseeing and implementing elements of the training administrative process
- Assisting other departments when required with administrative tasks
- Formatting word documents
- Undertaking other administration duties as dictated by the needs of the organization
- Booking courses, rooms
- Acting as main point of contact for staff and training facilitators
- Other duties as dictated by the needs of the organisation

**Objectives of this Role**

**You will need to have an advanced knowledge of the whole Microsoft Office Suite and Excel to carry out your administrative role for some of your key duties will be to**:

- Transfer handwritten notes into a detailed and well-presented document/report using either Word or Excel
- Amend a template to suit the individual requirements of the correspondence
- The role will include minute taking at meetings. A high degree of confidentiality and discretion will be expected on information known and held about the company and employees.
- Ensure general management of the office, overseeing operational efficiency, effective communications, and other types of strategic and tactical planning
- Improve and develop systems to enhance the productivity of departments
- Primarily the role will be assisting the training Manager
- Act as primary liaison between the company, staff, and external agencies, providing information, answering questions, and responding to requests
- Oversee and achieve organisational goals while maintaining an efficient, productive, and positively cultured office environment

**Daily and Monthly Responsibilities**
- Support with reception duties. Warmly greet visitors to our facility; answer and direct phone calls promptly, fielding cold sales calls; and maintain office efficiency.
- Perform a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms.
- Update spreadsheets used by training, and other departments as requested
- Assisting Placements Manager with administrative tasks and regular local authority / framework updates

**Skills and Qualifications**
- Proven administrative experience
- Superb written and verbal communication skills
- Strong time-management skills and multitasking ability
- Experience of working with IT systems, information / data management systems and office tools such as Excel
- Proficient in Microsoft Office, with aptitude to learn new software and systems
- Solid interpersonal skills
- Experience managing budgets and expenses
- Experience developing internal processes and filing systems
- Ability to adapt to changing situations in a calm and professional manner

**Specific Duties**

**Training Department**:

- Update database with all new starters
- Prepare Welcome packs
- Liaise with Managers for training dates for new staff and book onto training
- Set up and register new staff on training hub
- Work with Training Manager to prepare annual training diary
- Maintain monthly training diary
- Book staff on training update when required
- Book training rooms
- Ensure admin available on training days
- Following training, upload certificates to HR Toolkit and update matrix
- Inform Manager of staff who did not attend & arrange new training date
- Maintain attendance spreadsheet
- Update finance monthly of staff name and hours of training
- Liaise with Training Manager & trainers when additional courses are required
- Liaise with Birmingham admin for room booking and attendance records
- Participate in standardisation, planning and co-ordinator action plans
- Arrange meetings, book rooms & minute meetings: service meetings, School Board of Governors, Service meetings, standardisation meetings, Training team meetings

**DIPLOMA**
- Update assessors on leavers for Diploma
- Liaise with staff on dates of registration
- Build Diploma Files
- Photocopying
- Liaise with City & Guilds
- Update Diploma Matrix

**HR & RECRUITMENT**
- Prepare Welcome files
- Assist with recruitment admin during annual leave
- Complete meeting minutes for HR when required.

**GENERAL**
- Main reception duties may be required, answering the door and main office phone.

**Person specification**

**Criteria**

**Essential / Desirable**

Experience
- Working in an office environment
- Working without direct supervision and able to develop own skills
- Maintaining and improving current systems

Essential

**Skills**:

- Problem solving / multi-tasking
- Prioritise workload
- Meeting deadlines
- Excellent communication skills with a diverse range of people
- Experience of using soft wear programmes
- Good computer skills including Word, Excel, Outlook, mail merge, and other data bases

Esse