Job Title: Senior Administrator Hours: 9am - 5pm 37.5 Mon - Friday ( Must have some flexibility) Location: Wakefield WF1 Pay Rate: £11.70p/h - £11.90p/h Temp to Permanent Contract
Duties:
- To provide secretarial and administrative support to senior staff. This will include typing reports, setting up files, scanning documents, taking minutes for meetings and payroll.
- To support the Registered Manager and senior staff in updating electronic matrixes/systems.
- To type correspondence and to produce professional documents and reports required for monitoring and other service purposes.
- To monitor and process timesheets on a weekly basis. Auditing timesheets to ensure compliance with contract hours, accurately inputting timesheet information and sending this in to our head office in a timely manner once the correct authorisation has been sought.
- To support the management team to maintain central annual leave records for staff.
- To answer the phone in a professional and efficient manner, take accurate messages and respond to phone calls and queries from clients and family members.
- To liaise with third parties and stakeholders including Social Services on behalf of management.
- To over-see the general office cleanliness and checks including health and safety, infection control, safe checks.
- To support the management team to maintain local training records across the service and to ensure that any gaps against mandatory training requirements are escalated to the Registered Manager.
- To order, put away and keep stock of stationary and office equipment.
- To keep the filing system in order and follow our archiving procedure.
- To prepare monitoring statistics and reports as directed by the Service Director/Registered Manager including contract reports.
- To photocopy forms and ensure sufficient stocks of paperwork.
- To book and prepare meeting rooms.
- To send and receive emails professionally and efficiently.
- To support and communicate if required with senior staff and head office to ensure that shifts are covered for the service. This will include maintaining an accurate database of relief worker's records.
- To help implement and maintain accurate service user records.
- To order and manage petty cash and travel expenses in line with policies.
- To manage the office reception area, provide a first line of contact for staff members, professionals, service users, family members and to ensure that all messages are accurately recorded, directed and actioned.
- Signing for parcels/medication/other deliveries to the office.
- To support the management team with overall office quality assurance and compliance.
- To support the management team to book, co-ordinate the compliance.
- To support the management team to book, co-ordinate the completion of training for support staff.