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Office Administrator
3 months ago
JOB DESCRIPTION: Office Administrator
REPORTING TO: HR Manager
SALARY: £22,365
**WHO ARE WE?**
Birribi provides residential care and education, meeting the therapeutic needs of children and young people with a variety of complex needs.
We were established to offer care provision in a safe, structured, stable and warm environment for children in West Wales. We offer opportunities for young people to have positive experiences, meet achievable challenges and progress towards positive futures through solution focused interventions.
We have an exciting opportunity for someone with an administrative background to join our growing team.
**JOB PURPOSE**
The main aim is to ensure all support activities are carried out efficiently and effectively to allow the other operations of the business to function smoothly, within the legal guidelines relevant to the core business.
Duties will include daily administration of support operations of our company and plan the most efficient administrative procedures. The post holder will also be expected to manage the weekly budget for our homes. Excellent communication, IT and organisational skills are essential; confidentiality in the role is paramount.
**JOB ROLE**
**General administration**
- Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
- Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
- Manage schedules and deadlines.
- Providing administrative assistance to the Maintenance Department, making purchases and orders and ensuring timely delivery of necessary supplies.
- Organise and supervise other office activities (Director/manager meetings, diary management, event planning, room booking etc).
- Ensure operations adhere to policies and regulations.
- Keep abreast with all organisational changes and business developments.
- Provide pan organisation administrative support.
- IT capable to provide IT support to company staff.
- Supporting the wider organisation with printing, scanning, and typing duties
- Taking, and making telephone calls, and where appropriate passing on/recording information throughout the rest of the business.
- Fleet Administration and records.
- Engaging with the wider service to meet our Therapeutic community aspirations.
**Financial administration**
- Adhering to set budgets.
- Monitor inventory of office supplies/Home supplies and the ordering of new material.
- Providing administrative assistance to the Maintenance Department, making purchases and orders and ensuring timely delivery of necessary supplies.
- Monitor and evaluate all petty Cash expenditure (office, homes, maintenance, education etc).
- Supporting the homes and education with weekly budgets.
**PERSON SPECIFICATION**
- Understanding and experience of office administrative procedures.
- An analytical mind with problem-solving skills.
- A team player with strong ethics and reliability.
- Approachable, calm and methodical team member with strong ethics and reliability.
- Excellent administration skills with attention to detail, conscientious with a sense of responsibility.
- Excellent communication at all levels both written and spoken are essential as are good organisational, time-management and multi-tasking skills and abilities.
- An interest in and ability to build good working relationships with colleagues across the organisation.
- Proficient in MS Office Suite; and prevailing IT software with knowledge of systems such as Xero, Soldo & Verizon would be a distinct advantage.
**QUALIFICATIONS AND EXPERIENCE**
- Experience as an Administrator or similar role.
- Minimum GCSE (or equivalent) English Language, Mathematics.
- Relevant Business administration qualification would be advantageous, or willingness to achieve.
- This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the Directors or HR Manager._
- This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder._
- The post holder is expected to comply with all relevant Organisational Policies, Procedures and Guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information._
**This position requires an enhanced DBS background check along with other relevant employment checks.
