Senior Administrator , Newcastle Under Lyme

We are recruiting on behalf of Creative Support for a Senior Administrator. Creative Support is a not-for-profit organisation promoting the independence, inclusion and wellbeing of people with care and support needs. We do this by working with the people we support, their families and partner agencies to deliver innovative, high-quality services to meet individual needs and aspirations.

The Role:

You will provide high-level professional support and assistance to the Service Director in all aspects of their role. You will be required to manage a wide range of important and high profile responsibilities on behalf of the Service Director, and to exercise a high degree of judgement and discretion in the manager’s absence. You will report directly to the Service Director, and will work alongside them and other senior officers on a daily basis. It is a very busy office and the post-holder must be able to plan and prioritise a varied workload, exercising appropriate judgement and responding promptly and appropriately to all enquiries. You will be required to handle information of a confidential nature and must observe the highest standards of professionalism, discretion and confidentiality. You will also be required to do some travelling to services and events, in support of the Service Director

Main Duties

• Provide a first point of contact for internal and external enquiries, acting as filter for the Service Director and referring enquiries onto appropriate personnel along with background paperwork and checking that enquiries have been promptly responded to.
• Oversee effective management of the Service Director’s diary and itinerary, resolving conflicting priorities and optimising the Service Director’s time. Diary management will include ensuring the Service Director’s attendance at key internal/external meetings.
• Organise meetings and events, including booking of rooms/venues and efficient distribution of agendas and minutes. Prepare and circulate papers for meetings as required.
• Distribute written and electronic mail, in and out of the Service Director’s office; disseminating information to key staff, departments, board members, and stakeholders, whilst flagging up important matters and ensuring they are followed up. This will include writing correspondence and reports on behalf of the Service Director and other senior officers, employing the highest attention to detail.
• Liaise with senior officers and stakeholders in all relevant matters. In particular, close liaison will be required with the Executive Management Team and Departmental Heads. Some matters will be highly sensitive and confidential.
• Assist and support the Service Director in planning and delivering corporate events, projects and activities. This may involve preparing project plans and written reports as well as undertaking web-based research.
• Develop and maintain efficient and effective office systems, data collection, and management processes. This will include keeping accurate and accessible records in both paper and electronic format, and being able to locate key information and files promptly when required.
• Collaborate with the HR Team as required during other team members’ annual leave in the preparation of time sheets.
• Organise the approval of timesheets, overtime and expense claims for senior staff, co-ordinate travel and accommodation requests for the Service Director when required.
• Be the point of contact for the organisation of reception, hospitality, and promotional events for VIP’s and visitors.
• Take a proactive approach to gaining a thorough knowledge and understanding of agency policies, management, governance structures, and decision making processes.
• Minute taking at meetings for the Service Director.
• To support and minute take HR meetings (ie disciplinary hearings, investigation meetings, sickness and absence for Service Director and other Senior Colleagues. (Use of audio tape and Transcribing)
• To cover for other colleagues in the Regional admin team, including processing of timesheets/payroll spreadsheets/ Training and Recruitment/ reception

Hours:

37.5 hours per week (flexible: may include some weekends, evenings, and public holidays according to the needs of the office).

Salary:

Up to £26,098 (depending on experience and qualifications).

Qualities Required:

• Experience in a PA or secretarial role, supporting a senior executive in the public, private or charitable sector
• Experience of working in a relevant field (e.g. Charity/Social Care agency) - Preferrable
• Excellent IT skills, including proficiency in the use of Word, Excel, PowerPoint and Outlook
• Numeracy and data entry skills
• Excellent written and verbal communication skills and the ability to tailor these to different audiences
• Courteous, friendly, and professional telephone manner and e-mail style
• Fast, accurate typing and shorthand skills and the ability to take minutes
• Experience of organising meetings, visits, events and other initiatives
• Excellent time management skills, including the ability to work on multiple projects and to prioritise these
• Ability to work as part of a team and to contribute to a positive team approach
• The ability to represent the Chief Executive at meetings and events
• The ability to work reliably, professionally, and independently with minimum supervision

Benefits of working with Creative Support:

A one-off bonus of £100 upon successful completion of the 4-month probationary period.

Competitive pay and a pension with company contribution and 25 days annual leave plus 8 statutory bank holidays

Company paid enhanced DBS for all staff

Free employee support programme

All our staff are supported 24/7 by our out-of-hours teams

Support to complete the nationally recognised Care Certificate and Social Care Diploma

All appointments will be subject to DBS enhanced disclosure and ISA checks.