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Administrative Support Specialist

2 months ago

Sevenoaks, Kent, United Kingdom Service Care Solutions - Housing Full time
Job Title: Administrative Support Specialist

**Job Summary:**

We are seeking a highly organized and proactive Administrative Support Specialist to join our team at Service Care Solutions - Housing. In this role, you will play a key part in supporting various projects and ensuring the smooth operation of administrative functions.

Key Responsibilities:
  • **Ensure Smooth Operations:**
    • Ensure that the technology business runs as smoothly as possible and that internal processes are managed effectively.
    • Organise the technology team administration, such as events, logistics, ordering, and planning.
  • **Support Senior Management:**
    • Assist the technology senior management team to organise and manage the day-to-day operation of the technology function.
  • **Administrative Support:**
    • Arrange and attend meetings, including paper preparation, booking rooms and refreshments, taking notes, and drafting minutes.
    • Book appointments, update calendars, and arrange travel and accommodation as required.
    • Provide administrative support to the team, including supporting the Programme Governance Structure, project administration, and production of departmental statistics.
  • **Project Coordination:**
    • Co-ordinate mini projects from creation to completion, liaising with the technical teams to monitor progress and the business lead to keep them informed.
    • Support reporting and assurance activities for portfolio and programme management.
    • Collate, prepare, publish, and maintain content for the Programme Office intranet pages, exploiting available content management software to provide informative user-friendly pages and ensuring templates and current project information are up to date.
    • Maintain all project-related documentation, including templates and live products.
  • **Additional Responsibilities:**
    • Provide basic advice and guidance on individual project proposals and plans.
    • Provide management information and develop new dashboards as required.
    • Organise events, meetings, and appointments as may be required.
    • Undertake logistics and planning as may be required (e.g. sending devices via courier).
    • Organise and communicate and maintain records that help with the smooth running of the organisation.
Requirements:
  • **Technical Skills:**
    • Proficient in the use of Word and Excel, including the ability to create spreadsheets and documents to support the project management process, manipulate data, produce statistics and reports.
    • Knowledge of standard business functions (e.g. purchasing, accounting).
  • **Organisational Skills:**
    • Organisation of events, meetings, and appointments.
    • Experience of co-ordinating information across large departments.
  • **Communication Skills:**
    • Ability to drive actions to completion, knowing how and when to gather information from team members.
    • Ability to organise and prioritise tasks in line with organisational expectations.
    • Ability to collaborate well across teams and wider business areas.