Office Administrator

Are you experienced in working with Microsoft Office and have a 'can-do' attitude and available immediately?

If so we have a wonderful opportunity for you to work (initially on a temporary basis) in a very friendly environment working at our head office as part of a team of 15 people.

There is every possibility this role could go on to become a permanent position.

To be successful you will need:

A can do attitude - to be happy to get stuck in and give things a try
Have worked in an office and have an understanding of how an office runs
A minimum of 3 years office admin experience
Ideally have experience of using in house systems, such as Clear Care
Have experience with Microsoft Office (ideally including using Publisher) in addition to Word, Excel, Outlook calendar and email
To be able to develop an understanding of the confidential and complex nature of our clients (we operate a network of Children's Care Homes)
To be available to start asap

Please read the job description document attached for further information. We look forward to hearing from you.

PURPOSE OF THE ROLE

To support the Head Office Team in all aspects of administration support and reception duties

This is a general role with high levels of multi-tasking and day to day communication with external professionals, (Social Workers, trainers, Managers, staff members). The successful person will receive the necessary training to complete the duties listed below. Due to the nature of the business some tasks are required to be complete on a regular basis, some on the day this will be explained.

DUTIES AND RESPONSIBILITIES

To answer telephone calls and refer them as appropriate to the relevant department and message taking as required.
To meet and greet visitors to the Head Office and Training Centre providing refreshments as required. This includes, setting up the refreshments in meeting rooms or the training area and clearing away and washing up.
Work with the Policy Manager to complete numerous admin duties as follows (the duties will be placed in priority order depending hours worked) :
Continue with the existing Regulation 44 system file reports on the SharePoint, collect manager comments (email) and submit to Ofsted.
Continue with the Regulation 45 system- collect reports, file and send to Ofsted
Responsible for filing Ofsted responses and submitting via email
Completion of NOEs (Notification of Events) in the absence of other office staff who are trained to do so.
Supporting the receptionist with training admin where needed.
Trained in the use of the internal 'Clear Care' recording system and support with queries.
Complete amendments on the SOP's (Statement of Purpose word doc, adding new starters for example) and young person guides (word doc) file and send to Ofsted.
Updating the supervision and company structure charts for each home
Complete amendments to the company policies and file appropriately on the SharePoint system.
Complete amendments to the School Policies where needed.
Support with administration of our new training centre.
Prep for Inductions where needed (working with the receptionist)
Responsible for the recruitment administration of unsuccessful candidates prior to interview, at interview and post interview.
Responsible for recruitment administration of interviewees inclusive of reference checks.
To ensure we meet compliance with agency forms and updating the agency database.
To maintain filing systems within the organisation including sensitive HR filing and archiving of personnel records.
To ensure all communal areas of the office are tidy and well presented with particular attention to the training area, kitchen and reception / stationary areas.
To process outgoing post including franking mail and on occasion arranging courier services or taking recorded / special delivery mail to the local post office.
To update the electronic office diary with appointments, meetings, training sessions.
To undertake any other duties as required.