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Administrative Support Specialist

3 months ago

Ilford, Greater London, United Kingdom Barnardos Full time

Location: Plymouth Children's Centre

Role Overview:

The purpose of this position is to provide comprehensive administrative and secretarial assistance to the Service/Office Administrator, ensuring efficient operation within the service or office environment.

Core Responsibilities:

  • Administrative Support
  • Secretarial Functions
  • Facility Oversight, as necessary

Key Duties:

Administrative Support:

  • Maintain organized record systems, including case files, family records, and administrative documentation.
  • Assist in generating regular reports and statistics on various topics.
  • Provide welcoming telephone and reception services for visitors and service users, utilizing effective communication skills to manage sensitive situations.
  • Support the processing of invoices and claims for goods and services.
  • In the absence of the Administrator, ensure the security of the premises by managing access and securing all entry points.
  • Deliver additional administrative support as directed by the Service/Office Administrator and other management personnel.

Secretarial Functions:

  • Assist with the management of incoming and outgoing correspondence.
  • Prepare documents and reports using word processing and spreadsheet software.
  • Help maintain appointment schedules and reminder systems.
  • Coordinate meetings and events, ensuring all necessary arrangements are in place.
  • Provide essential cover for the Service/Office Administrator, including managing financial transactions and maintaining petty cash records.
  • Attend team meetings to record minutes and contribute to discussions.
  • Offer general secretarial support to the Service/Office Administrator and team members as required.

Facility Oversight:

  • Conduct regular checks of emergency systems.
  • Report any maintenance issues to the appropriate personnel.

This job description reflects the current duties of the role and may be adjusted based on departmental needs. The post-holder may be required to undertake additional responsibilities as necessary.

Qualifications and Skills:

  • Strong educational background with proficiency in written English.
  • Excellent verbal communication skills.
  • Familiarity with administrative processes, including minute-taking and office management systems.
  • Proficient in IT applications, particularly word processing and spreadsheets.

Experience:

  • Relevant work experience in administrative roles.

Skills and Abilities:

  • Competent in producing documents to a professional standard.
  • Demonstrated computer proficiency.
  • Strong literacy and numeracy skills.
  • Ability to handle confidential information responsibly.
  • Capable of meeting tight deadlines.

Working Conditions:

  • Willingness to work in a smoke-free environment.
  • Flexibility to attend training and meetings outside of standard hours as required.
  • Must pass an Enhanced Disclosure Clearance.

Diversity and Inclusion:

Recognizing and valuing the unique contributions of individuals from diverse backgrounds is essential to our mission.

Organizational Values:

Commitment to the principles of equality and diversity is fundamental to our work.

Competencies:

  • Adaptability and flexibility in work situations.
  • Attention to detail.
  • Team collaboration.
  • Creativity and initiative in managing office processes.
  • Understanding of confidentiality in the workplace.