Administrative Support Professional

19 hours ago

Nottingham, Nottingham, United Kingdom Carter Brown Full time
Job Title: Administrative Support Professional

At Carter Brown, we are seeking an highly motivated and organized Administrative Support Professional to join our team. The successful candidate will be responsible for providing administrative support to ensure the smooth operation of our organization.

Key Responsibilities:
  • Administration: Provide a full range of administrative activities including collection and distribution of mail, responding to mail and franking, typing and drafting correspondence and reports to facilitate efficient and effective operation of the service
  • Post Management: Manage Incoming and outgoing post
  • Filing and Document Management: Filing, photocopying and shredding
  • Office Supplies: Ordering and managing stationery and office supplies
  • Data Entry: Database entry, keeping records up to date as required
  • Typing Services: Accurate typing of letters and documents
  • Customer Service: To be a first point of contact for customers; ensuring all enquires are dealt with promptly, effectively and courteously, directing more complex enquires to the appropriate person
  • Call Handling: Taking inbound calls and distributing to the relevant individual or department
  • Reference Requests: Sending out reference requests for specified local authorities and chasing up overdue responses
  • Support Services: Supporting relevant teams with administration tasks
  • Document Management: Saving of and secure emailing of court documentation to relevant case files for the expert/case
  • Database Management: Logging of referral enquiries taken by phone/email/website onto the database for the Referrals Team
  • Reporting: Logging of reports received to the service onto the database and saving the documentation to the case file for the QA team
  • General Administration: Supporting teams with general ad hoc administrative support
  • Marketing Materials: Preparation and printing of marketing, training and other company information packs as required
  • Database Maintenance: Assisting in the maintenance and updating of the central customer database
  • System Maintenance: Accurately maintain Carter Brown Business Information Systems
  • Premises Organisation: Assist and work with the Senior Administrator/Office Manager to assist with the efficient organisation of the premises including supplies, equipment and onsite contractor maintenance visits
Communication Skills:
  • Customer Communication: Act as a point of contact for our customers and portray a positive, professional and helpful image of the organisation and ensure safeguarding and complaints are managed in line with procedures
  • Email Communications: Ensure all email communications to staff and external agencies are presented within the guidelines of the company's electronic communications policy
  • Reception Duties: Undertake reception/switchboard duties where appropriate
Working in Partnerships:
  • Team Meetings: Attend and participate at team meetings
  • Professional Image: Present a professional image of Carter Brown at all times to all stakeholders and customers
  • Customer Interaction: Communicate with a wide range of audiences and delivering excellent customer service at all times
Financial Administration:
  • Invoice Processing: Process assessor invoices for completed cases, ensuring that all key information is present so accounts team can authorise payment
  • Client Agreements: Send out client agreements to all relevant parties per case
  • Communication with Accounts: Effectively communicate with the accounts team when issues arise
Hospitality Services:
  • Meeting Room Booking: Book meeting rooms on the premises and using external meeting facilities
  • Refreshments: Ensure food and other refreshments are provided for meetings and training
  • Travel Arrangements: Undertake travel bookings for staff and managers, as required
Health & Safety:
  • Observance of Procedures: Ensure Health & Safety procedures are observed at all times
  • Maintenance Tasks: Assist with undertaking building maintenance in conjunction with or as directed by the Office Manager where necessary
Additional Requirements:
  • Training and Development: The post holder will be expected to undertake training and development deemed necessary for the pursuance of the post
  • IT Competence: The post holder will be expected to reach a minimum basic standard of IT competence to be able to use Company electronic systems effectively
  • No Smoking Policy: The post holder will be expected to comply with the no smoking policy in place and ensure that Health and Safety is observed in the course of employment
  • Safeguarding Compliance: Ensuring compliance with safeguarding procedures, throughout all work within the Company, keeping the Office Manager informed of work in progress and informing immediately of any child protection matter or serious complaint.
Benefits:

We offer a competitive salary of £20,000 - £25,000 per annum, plus annual leave and opportunities for career development.

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