Administrative Assistant

1.JOB PURPOSE

The purpose of this role is to provide high quality administrative support to the Head of Contracts and Customer liaison.

This role is reporting directly to the Head of Contract Management, which is an exciting opportunity for a self- motivated individual to join the Contracts Team providing high quality, administrative support. You’ll enjoy taking personal responsibility for your own workload, continually reorganising and prioritising to ensure those you support get the best service possible which in turn reflects positively for our wider company goal of supporting and advocating for people with disabilities.

2.MINIMUM QUALIFICATIONS/EDUCATION/EXPERIENCE/TRAINING/KNOWLEDGE

Formal Education / Training

§Previous experience working as an

administrator desirable

§ECDL or similar IT Award

Work Experience

§Minimum

two years’ experience in a comparable role with a proven ability to deliver

in a time sensitive and deadline orientated environment.

Skills and Knowledge

.

·Knowledge of administering in a busy office and

analysing data

·Able to process information accurately and promptly

·Excellent IT Skills and able to collate and analyse data

·Able to manage records, both on-line and paper-based

·Able to promote Contracts & Customer liaison activities

·Excellent organisational, planning and multi-tasking abilities

·Knowledge of office management systems and procedures

·Proficient in relevant software applications including MS Office, Teams,

Word, Excel, Databases and Outlook applications

·Excellent communication skills - verbal and written with a high

attention to detail and accuracy

·Excellent time management skills and the proven ability to prioritise

work

3. JOB DUTIES AND RESPONSIBILITIES

Job Area

1.

Provide general and high-leveladministration support to include tasks such as diary

management, preparation for meetings, organisingtravel and meetings in addition to general

administration tasks.

2.

Supporting the Contracts team

in preparing and compiling reports, Service Arrangement documentation and

other documentation and assisting with general administrative tasks.

3.

Communicate with stakeholders(Operational teams, HR, Property, Finance,

Business Development) in relation to administrative queries relevant to the

work of the Contracts

team and wider directorate

including the preparation of statistical information and reports.

4.

Scheduling of Service

Arrangement meetings and other support activities with stakeholders across

the organization and providing administrate support for same.

5.

Contribute to the development and maintenance of the Contracts team administrative

systems including scanning, filing

and organisation of Documentation systems.

6.

Assisting with Contracts team

with related meetings including drafting of Agendas, Minutes and Reports as

required.

7.

Provide support to Contracts

system owners in maintaining systems, problem solving around system issues

and proactively seeking to avoid them.

Engaging with local Managers and Regional Mangers in the preparation

of business cases. Gathering of requirements and preparation of costings.

8.

Take

ownership and oversight ofthe general office administration/

management, orders and invoice accountability to ensure an efficiently run function,

deliverany other ad hoc

administration tasks required by the Contracts Team.

These duties and responsibilities are a reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the services.

4. KEY DIMENSIONS AND RELATED JOB RESULTS

This role requires the job holder to:

§Have an awareness of the culture, objectives and mission of the company

§Have excellent administrative skills and an ability to work in a busy environment with many competing priorities

§Have exceptional written communication skills

§Be a self-starter who is motivated and creative

5. OPERATING ENVIRONMENT

This role requires the job holder to:

§Maintain confidentiality on all matters discussed.

§Be based within a company Office but may necessarily include travel to other sites as entity needs dictate.

§Be flexible in terms of ad hoc requirements to work outside normal working hours, if/when deadlines dictate.

For more information, please email [email protected]