Office Administrator

2 weeks ago

Nottingham, United Kingdom Teen Support Services Full time

**Teen Support Services**

**JOB DESCRIPTION**

**JOB TITLE : Administration Officer**

**LOCATION : Head Office (Nottingham)**

**LINE MANAGER : Service Manager**

**Job Summary**:
We are looking for a person to join our team who has:
Integrity, Openness, Responsiveness, Caring, Learning

To be responsible for the secretarial and administrative functions relating to the work of the
Management team within the service.

This involves arranging meetings, taking minutes, keeping records for supervisions and appraisals and developing/ maintaining systems necessary for the smooth running of the service.

**MAIN DUTIES AND RESPONSIBILITIES**
- Handling office tasks, such as filing, scanning documents, generating reports and presentations, setting up for meetings, and reordering supplies.
- Keep staff files well maintained/ up to date
- completing regular staffing matrix’s
- Provide a high quality secretarial and administrative service for the

Management team for the service.
- To lead on minute taking to support management team. Type and distribute minutes in the appropriate format relevant to the meeting.
- To assist management team in completing and tracking audits/ matrix
- Deal with telephone and face to face enquiries from all staff groups, residents, and professionals, providing information, directing, and prioritising queries as appropriate.
- In conjunction with the Management team, assist with and organise annual statutory inspections, as required by any Local Authority.
- Assist and ensure that ongoing processes for recording appraisal, training and supervision.
- Data input, as required.
- Support management with recruiting new staff following safer recruitment procedures.
- Completing staff DBS Checks
- Ensure all homes have up to date quality assurance documentation in place i.e. gas safety certificates, electrical certificates, fire safety certificates, DASH.

**General**
- To be familiar with and competent in the use of office equipment (e.g., personal computer, photocopier, audio equipment, laptop).
- To be familiar with and competent in the use of electronic data storage and programs (eg Word, Access, Excel, PowerPoint, etc).
- To have excellent organisational skills, particularly in relation to the organisation and storage of information and documentation within the service.
- To respect the need for confidentiality and sensitivity, using tact and diplomacy when dealing with external agencies, staff, both verbally and in writing.
- To fully participate in the organisation’s performance review, personal development planning and supervision processes. Support is provided by regular supervisions with the Line Manager.
- Undertake training as necessary in line with the development of the post and agreed with Line Manager.
- Use own initiative to make basic decisions regarding workload priorities, enquiries, and diary conflicts.
- Contribute positively to the effectiveness and efficiency of the team

**Person Specification**

**Post: Administration Officer**

**Essential Desirable**
- Good typing speed

Qualifications Good standard of education
- Working in an office

Experience Word processing and spreadsheets environment **Excellent Minute Taking Skills Taking minutes**
- Experience in a similar role
- Data Input
- Good understanding of

Knowledge & Good command of the English language safeguarding children and young understanding Knowledge and skills for regular use of people.

Word, Excel, Powerpoint, Outlook, etc.
- Diary management

Abilities and Skills Computer literate
- Good communication skills, verbal and written
- Ability to work on own initiative
- Strong organisational skills
- Ability to work alone and within a team
- Flexible attitude towards work
- Ability to work under pressure and to deadlines
- Ability to prioritise and problem solve

**Benefits**:

- Casual dress
- On-site parking

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Nottingham: reliably commute or plan to relocate before starting work (preferred)

**Experience**:

- working in fast paced office: 1 year (required)

Work Location: One location

Reference ID: Office Administrator

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