Senior Administrator

**REPORTING TO: Chief Operating Officer**

**WORKING CONDITIONS: Office based Monday - Thursday with 1 x day homeworking (Friday)**

**Key Capabilities**:
Oversee office activity in the absence of the Chief Operating Officer/Chief Executive

This role relies on the ability to communicate clearly, at pace when required, and delegation to manage the expectations of the business requirements

Technically competent in Microsoft Office and various IT packages

Possess a high level written and verbal communication skills

Achieve deadlines in a timely manner allowing time for proof-reading/checking of content

Oversight for the update, population, and maintenance of the
- HR system

ISO9001

Work within an allocated budget and oversee financial reporting

Liaise with external stakeholders

Identify marketing and promotional opportunities

**General Duties**:
Work collaboratively within a busy team environment - events/marketing/finance

Work with other team members to provide a warm and welcoming office environment

Answer all incoming calls and communications positively, timely and accurately

Build rapport with the membership through positive engagement

A flexible approach is required within the office to assist others to meet the business need(s)

Support major projects and initiatives and offer guidance to the marketing and PR team

When required [on a rota basis] attend The Security Institute annual UK fixtures: AGM, Conference, Gala Awards; trade exhibitions and events

Support other areas of the business (if time allows) during busy periods

Report any anomalies to the appropriate staff member, for example restocking of regalia or stationary items

Report disruption to IT services to IDT or mobile phone failure to service provider and inform the team and any relevant third party of any impact to the business.

Ensure processes work efficiently

**Key Responsibilities**:
**Certification Processes and Procedures -**

ISO9001 certification
- Acting Internal Auditor for ISO 9001
- Ongoing sample testing of all internal processes and procedures.
- Liaise and meet with external auditors.
- Identify auditable areas within the business.
- Maintain all auditable areas of the business.
- Implement BSI recommendations.
- Inform and support staff members of the ISO requirements.

**Internal HR procedures**:

- The Point of Contact for the HR partner Peninsula.
- Assist with the recruitment and selection of new appointments.
- Manage the onboarding process for new appointees.
- Create and maintain all HR documentation and records electronically and manually.
- Prepare, update, and monitor all HR procedures.
- Record all absences including annual leave, TOIL and unauthorised absences.
- Review the business needs and update job descriptions as and when required.
- Support grievance or disciplinaries with the team.
- Support the offboarding process for all HO personnel and directors.

**Internal Personal and Professional Development Programme**:

- Monitor training needs within the team using the skills matrix to identify areas where training is required.
- Prepare appraisal forms for all employees and assist with the process.
- Manage the daily performance of the administration process and promote a productive environment.
- Identify suitable courses for individual personal and professional development purposes.

**Team Performance**:
Arrange HO team meetings.
- Arrange OKR meetings.
- Oversee office cover on a rota basis.
- Update calendar dates as an when required.

**Health and Safety Requirements at HO**:

- Negotiate and manage all legal requirements on behalf of The Security Institute (For example, Insurances), liaising with the appointed Director when required.
- Ensure all maintenance requirements are dealt with promptly by reputable tradesmen.
- Manage the Health and Safety of the office including PAT testing, alarm testing, fire equipment/evacuation.
- Ensure all legal requirements are maintained and recorded in respect of H&S.
- PoC with Mira for all office matters including raising maintenance issues.
- Maintaining First Aid, Fire Marshall and Health and Safety training requirement - identifying courses and delegating employees.

**Board Support**:

- Onboarding newly elected directors.
- Collate quarterly board packs and arrange dates/venues for board meetings.
- Provide administrative support for the Board of directors when required.

**Salary**: From £25,000.00 per year

Schedule:

- Day shift

**Salary**: From £25,000.00 per year

Schedule:

- Day shift