Administrative Assistant
7 days ago
**About us**
Bright Young Futures is built on a shared vision and understanding that every young person deserves the opportunity to reach their full potential, regardless of any challenges presented to them.
Our service provides short to long term housing for young people, accommodating all genders, including young people with additional needs.
Our organisation works to support and mentor challenging and vulnerable young people to achieve their maximum potential through quality services. Support Workers will provide tailored 1 to 1 key work sessions, motivating and encouraging education, apprenticeship and employment, whilst monitoring young people’s ability to develop everyday essential skills in order to live independently.
**Main Purpose of Job**:
As the Administrative assistant you will ensure the proper flow of office procedures, and support the administrator and office directors by carrying out common office duties. Maintain a positive and friendly company image by acting as the first line of contact to visitors, customers, and vendors in person, online, and via telephone.
**Responsible to**:
Operations Manager / Administrator
**Duties and Responsibilities Specific to the Post**:
1. Following “Safer recruitment” and filing all documents for each employee.
2. Monitoring the Training Matrix to ensure that all Mandatory training has been completed and updated on a regular basis. Filing all evidence of qualifications.
3. Monitoring and ordering of stationary, office supplies, and cleaning products for office and units.
4. Scanning completed forms to our database and saving correctly on employee records
5. Ensuring that all statutory checks are kept up to date for all Employees.
6. Writing letters/reports/minutes as requested from dictation or draft
7. Assessing calls and providing support.
8. Complete regular monthly file audit, ensuring that all files hardcopy/electronic are secure, in orderly/structured fashion.
9. Diarising, supervisions, probations, training updates, and DBS updates. Ensuring that Director/management are made aware of updates that needs to be made.
10. Maintaining a clean office environment.
11. Arrange meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments etc.
13. Assists in planning and arranging events, including organising catering
14. Manages reception area and looks after visitors
15. Answers phone calls and transfers them as necessary
16. Drafts, formats, and prints relevant documents
17. Creates agendas and takes meeting notes
18. Maintains accurate records for employee holiday requests
19. Photocopies and files appropriate documents as needed
20. Attends workshops and conferences when requested
21. To follow Policy and Procedure/Employee Handbook without deviation i.e. contact management in timescales outlines regarding sickness.
- The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation._
**Safeguarding Statement**
Bright Young Futures is committed to ensuring that children and young people are protected and kept safe from harm. It equally recognises the importance of its services to children and young people and its responsibility to safeguard and promote the welfare of children and young people entrusted to its care in particular to the employees it employs, hence the process of ensuring a robust recruitment and vetting process, which includes Disclosure and Barring Service certification, health questionnaire and reference checks are undertaken. Once staff have been employed, we have an induction, probationary and training process.
- Bright Young Futures Ltd is therefore committed to:_
- _ensuring that all children and young people involved with Bright Young Futures have a basic right to be protected_
- _providing safe recruitment, supervision and training arrangements for all staff_
- _following a clear procedure for dealing with concerns of abuse and neglect including allegations against staff_
- _implementing the government guidance Working Together to Safeguard Children 2018._
**Job Types**: Part-time, Permanent
Part-time hours: 16 per week
**Salary**: £11.00 per hour
Schedule:
- No weekends
Ability to commute/relocate:
- London E18 1AN: reliably commute or plan to relocate before starting work (preferred)
**Education**:
- GCSE or equivalent (required)
**Experience**:
- Administrative: 1 year (preferred)
Work Location: One location
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