Operations Admin Assistant

6 months ago

London, United Kingdom Morden College Full time

Morden College is a charity dedicated to enabling a life-lived independence for the older people they provide homes for, through life, as they grow older. Morden College has enriched the lives of its residents as well as their families, over the last 300 years. The Charity’s core purpose is to provide older people who are in need with a home for life within its beautiful grounds, with amazing facilities and surrounded by its caring people, who work tirelessly to provide the highest quality of care.

Our most valuable resource are the people within Morden College; they provide the supportive, caring and inclusive environment both for colleagues and for our Residents. Our Culture encourages and supports creativity, celebrates our differences and the similarities that draw us together as a community and promote the highest standards of individual behavior and accountability in everything we do.

**Job Summary/Purpose**:
To provide efficient administration support services and secretarial services to the Operations Department and the wider College, to ensure that residents receive a high standard of service.

We are looking for an experienced and enthusiastic Operations Administrative Assistant, who can work effectively to support our busy Operations team and contribute to the smooth running of the day-to-day office activities.

**Key Duties & Responsibilities**:
To ensure that customers* College wide benefit from accurate administration support services and friendly, courteous, efficient and professional levels of service delivery.

To liaise and collaborate with colleagues and plan time and activities that all duties are fully covered.

To maintain confidentiality and to provide secretarial support as required to the Operations Department leadership team, including but not limited to managing diaries; scheduling appointments and meetings; recording meetings; circulating agendas and minutes, raising Requisition and Purchase orders; and other associated duties.

To provide shared cover with other Admin colleagues in respect of recording meetings and other like duties.

To provide support and assistance in maintaining systems and registers and ensure that relevant and accurate information is recorded in a timely manner and communicated to residents, colleagues, suppliers and others as appropriate.

To provide Admin support to the Hospitality Department in terms of menu production and invoicing.

To provide Admin support to the Health & Safety Officer in terms of file management and updating records and notice boards.

To provide Admin support to the Operations Director including diary management, liaison with residents, contractors, suppliers and colleagues; and associated duties.

To provide occasional cover in the absence of Operations Property team in respect of monitoring the Maintenance portal and liaising with other agencies as appropriate.

To produce schedules, reports, journals and publications as may be requested from time to time and to maintain records of the Operations Department leadership team annual leave.

To maintain both hardcopy and electronic files in a systematic manner and in line with GDPR requirements.

To support and promote any service delivery programme the College may adopt. _*Customers are defined as residents, beneficiaries, relatives, visitors and colleagues._

**General Duties and Responsibilities**:
To maintain confidentiality at all times and to comply with the College policy thus ensuring security in the management and use of information.

To contribute to close working relationships with all personnel and to help to build an open, honest and happy culture that facilitates learning, creativity and excellence of delivery.

To be empathetic and courteous to residents and their relatives, treating them with care and consideration at all times and referring any issues or incidents directly to management/nursing staff as appropriate.

To undertake any other duties at the request of the line manager which are commensurate with the role, including project work, absence cover and taking part in College events.

To comply with the policies and procedures of Morden College at all times.

To work in accordance with the Health and Safety at Work Act 1974 and related College regulations; understanding the health and safety policy and ensuring that care is taken to protect the health, safety and welfare of residents, staff and visitors in Morden College. This will include reporting of faulty equipment to the relevant manager.

To undertake training as necessary in line with development of the post.

To participate fully in the performance management process and undertake Continuing Professional Development as required.

To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.

To ensure compliance with the General Data Protection Regulations 2016 and Data Protection Act 2018.

**Job Types**: Permanent, Full-time

**Salary**: £13.74 pe

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