Role Overview
A unique opportunity to work in a Hybrid role, with 3 days a week spent working from home and 2 days in the office. Enjoy 35 days of holiday each year.
Job Description
The Administrative Support Assistant will play a vital role in ensuring the smooth operation of the office by providing timely and accurate administrative support.
Key Responsibilities:
* General Administration: Professionally handle incoming calls, accurately record messages, and direct them to the appropriate person.
* Maintain and update electronic records and databases with precision.
* Draft, format, and distribute reports, correspondence, and presentations.
* Organize and manage filing systems, ensuring easy access to necessary documents.
* Support research and compilation of information related to local services.
* Handle document duplication and digital archiving.
* Monitor and replenish office supplies, ensuring a well-maintained workspace.
* Process invoices and financial documentation in coordination with the finance team.
* Track and maintain financial records, including petty cash management.
* Assist in staff scheduling and rota preparation.
* Support the creation of marketing and promotional materials.
* Ensure confidentiality and compliance with data protection regulations.
Meeting Coordination:
* Arrange and coordinate meetings, including booking venues and notifying participants.
* Prepare meeting agendas and distribute relevant materials.
* Record and circulate minutes, ensuring action points are followed up.
* Participate actively in team discussions.
Operational Support:
* Compile and present reports as required by management.
* Monitor and manage documentation, ensuring accuracy and consistency.
* Liaise with external organizations, maintaining professional interactions.
* Assist with audit preparations and compliance tracking.
* Contribute to continuous improvement initiatives.
* Foster strong working relationships with colleagues and external partners.
Communication & Teamwork:
* Maintain clear and timely communication with colleagues and stakeholders.
* Use appropriate communication methods to ensure effective information flow.
* Listen actively and respond to inquiries in a professional manner.
* Provide constructive feedback and encourage knowledge sharing.
Professional Development & Compliance:
* Stay updated with policies, procedures, and best practices.
* Maintain high levels of accuracy and efficiency in all tasks.
* Participate in relevant training and development opportunities.
* Uphold company policies related to equality, health & safety, and ethical practices.
Additional Expectations:
* Maintain a professional demeanor and uphold the organization's values.
* Demonstrate flexibility in adapting to new tasks and responsibilities as needed.
* Adhere to all confidentiality and data security requirements.
* Support a culture of continuous improvement and team collaboration.
Skills:
Administrative duties, invoicing
Benefits:
Work from home, flexitime, hybrid