Senior Office Administrator

7 months ago

Inverness, United Kingdom Care and Learning Alliance (CALA) Full time

The Senior Office Administrator (SOA) is employed by and accountable to the Directors of Care & Learning Alliance. The Senior Office Administrator (SOA) is employed by and accountable to the Directors of
Care & Learning Alliance. The post will be office based.

The Senior Office Administrator will be responsible for the daily administrative operations of the office, ensuring efficient and smooth day-to-day functionality. This role requires a highly organised, detail-oriented individual with excellent communication skills and the ability to manage multiple tasks simultaneously including the monitoring & ongoing development of the CALA Office, working closely with the Senior Management Team.

Professional Values and Personal Commitment

The SOA will support and provide positive support to the CALA Office staff team and will ensure that the office runs smoothly and efficiently. The SOA will have responsibility for ensuring that all team members promote positive partnerships with all stakeholders, including Early Learning & Childcare Services, staff, members and any other relevant agencies/individuals. The SOA will also work closely with CALA staffbank colleagues to ensure continuous high standards and positive partnerships.

**Professional Knowledge and Understanding**

The Senior Office Administrator (SOA) will work closely with the office staff, supporting all aspects of their work.

Within designated areas the SOA will:

- Oversee the day-to-day operations of the office.
- Serve as a primary point of contact for internal and external stakeholders, handling inquiries and requests in a professional and timely manner.
- Oversee the organisation and maintenance of company records, files, and documents, ensuring accuracy, confidentiality, and compliance with regulatory requirements.
- Develop, implement and maintain record-keeping policies and procedures to improve accessibility and retrieval of information.
- Assist senior managers with daily clerical tasks.
- Manage phone calls, provide information, and connect callers to appropriate personnel.
- Schedule appointments, update calendars, and make travel arrangements for senior managers
- Maintain office organisation by developing and implementing filing systems.
- Provide general support to visitors and ensure a welcoming environment.
- Ensure all policies and procedures are kept up to date and accessible to the correct audience.
- Ensuring accidents/incidents/compliments/complaints records are received from colleagues across the company maintaining accurate overview.
- Maintaining accurate records for CALA Evaluation activity, including collation of feedback.
- Providing administrative support for training and quality assurance team as required.
- Develop, implement, and manage systems for dealing with information and paperwork.
- Facilitate internal communication, manage office correspondence, and coordinate with other departments.
- Schedule meetings and appointments, and organise office events and conferences.
- Supervise administrative staff and divide responsibilities to ensure performance.
- Create and update records and databases with membership.
- Track stocks of office supplies and place orders when necessary.
- Assist colleagues whenever necessary, maintaining a cooperative and collaborative work environment.
- Ensure CALA membership needs are met by proactively planning the office year diary in relation to customer needs; including the effective management of annual membership and insurance renewals and the annual conference.
- Provide & support office staff to deliver advice and support to clients & members sign posting / working in partnership with colleagues as appropriate.
- Ensure the CALA asset register is up to date and accurate at all times.

**Professional Skills and Abilities**

The SOA will have:

- Proven experience as a Senior Office Administrator or similar role.
- Strong organisational and multitasking skills, with the ability to prioritise and delegate tasks effectively.
- Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels of the organisation
- Proficiency in office software (e.g., Microsoft Office Suite).
- Aptitude to collaborate effectively with clients and colleagues in a fast-paced environment.
- Effective time management to meet deadlines, prioritize tasks, and allocate resources efficiently.
- Ability to be solution focused to various challenges that may pop up in a day-to-day basis within CALA’s busy services. Strong problem-solving skills, flexibility and resourcefulness are key to this role.
- Attention to detail and a commitment to maintaining high standards of accuracy and professionalism.
- Strong team player skills, collaborating effectively, and supporting others in achieving common goals to contribute to a positive work environment and overall productivity.
- Commitment to maintaining confidentiality and discretion to uphold trust and integrit

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