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Administration Assistant

4 months ago

Birmingham, United Kingdom ARK Consultancy Limited Full time

**ROLE PROFILE**

**Role Title**: Administration Assistant

**Reports To**: Administration Manager

**Location**: Birmingham, UK

**Working Hours**: Office Based | Mon-Fri | 09:00-17:30

**Salary**: £26k - £28k

**CLOSING DATE**:Friday 1st March 2024 (5pm)

**TO APPLY**:If this opportunity to join and grow with an established consultancy appeals to you, please attach your CV with a one-page covering letter.
- **BACKGROUND**

ARK Consultancy Limited (ARK) is a thriving business working throughout the UK, delivering a wide range of consultancy services primarily within the housing sector. ARK also delivers a range of other business, social enterprise and employability support initiatives in housing and allied sectors.

We operate from our head office in Birmingham and we deliver our business activities through a combination of both directly-employed staff and self-employed associates. ARK currently has a team of around 80 people and a multi-million pound turnover.
- **ROLE PURPOSE**

A vital part of the Central Team, which supports our consultancy team, this role will provide high quality **administrative support** to ARK’s directors and the wider ARK team. You will support with client work but also help with many internal tasks which are important for business operations on a day to day basis. The role also includes covering reception at times and other office duties.
- **PRINCIPAL RESPONSIBILITIES**

These duties and responsibilities will form the core of the work that you will be required to undertake.

**ADMINISTRATION SUPPORT**

Provide administrative support for ARK’s directors, staff and associates and the wider team, as required, including:

- taking minutes at meetings
- meeting planning and any associated travel and accommodation arrangements
- assisting with client/project specific work (incl. online research (about/for a client/piece of work), collating information (for reports/ presentations/proposals etc.) and booking of services (recruitment adverts etc.)
- collating documents/resources for meetings (incl. printing, photocopying, files)
- managing meeting room bookings (internal/external) and any related set up/catering/ IT requirements
- liaising with client support staff to ensure meeting rooms (and any necessary catering/IT requirements) are organised for any events at client offices (incl. parking arrangements and collating/printing any necessary documentation in advance)
- maintaining filing systems - keeping files on the server up to date and well organised
- using ARK’s CRM system to update contact and project information (producing simple reports as requested)
- organising company social events
- supporting with the organisation of our regular team meetings
- assisting with staff and associate recruitment, onboarding and inductions

**GENERAL SUPPORT**

**HEALTH AND SAFETY**
- ensure security of the building is maintained
- be a trained First Aider
- be a Fire Warden, supporting the Facilities Manager in the maintenance and testing of the firefighting equipment
- carrying out DSE and workstation assessments for staff, as required, and sending reports to the Administration Manager noting any actions

**OTHER**
- ordering IT/office equipment (with approval from the Head of Business Services or Head of Finance)
- supporting the Finance and IT Administrator by liaising with ARK’s IT service provider for general IT troubleshooting (_where appropriate_)
- providing support to the CHIC team, when required, in particular around the annual conference
- any other duties as instructed, within the broad scope of the role

This role is a key part of the Administration Team. It is expected that tasks and responsibilities are shared across the team to ensure the smooth running of the business and that support is always available when needed, particularly in the absence of a team member. Therefore, knowledge of other roles within the Administration Team is important, as you may be required to support or deliver these from time to time.

**HEALTH AND SAFETY (GENERAL)**
- Observe all safety rules and always carry out safe working practices. Take reasonable care for your own health and safety and of other persons who may be affected by your acts or omissions at work.
- Appraise yourself of all health and safety practices of client organisations when working in and from the client’s offices.

**DIVERSITY**
- Be aware of ARK’s responsibilities to provide a service that reflects and respects the diverse communities in which we work.
- Forge strong partnership relationships and communicate effectively with people from all sectors of the community, outside agencies and internal colleagues.

**RISK MANAGEMENT**
- Play an active role in identifying, managing, and controlling risks relating to the activities of ARK.

**ADDITIONALLY**
- Keep abreast of the changing face of the social housing operating environment through involvement in meetings, conferences, seminars, reading appropriate journals etc