Administrative Assistant JD

Full-Time, Permanent

Salary from £ 19000 - £ 25000 a year based on experience

Day shift 40-hours working week

Must have 4 - 5 years of experience as an admin 

Verity Group of Companies

Job Purpose

To support the Company Executives by providing efficient administrative and reception support to the whole company on a day-to-day basis. Should be able to deliver excellent customer service following a variety of contracts. Having the ability to be flexible, take initiative be innovative in meeting changing demands, and undertake various tasks to deliver a quality service. Understanding the need to record information all calls and directing callers, guests, and visitors to appropriate companies and departments. Understanding the importance of this role and always providing high levels of customer service to our clients.

Main duties and responsibilities

As an Administrator Assistant, you will report directly to HR Manager.  You will play a vital role as part of our team in the efficient operation of the business.

You must have good written and verbal communication skills and have a high level of technical knowledge.

Main Duties

The essential duties would include:

• Answering telephones and directing calls and email inquiries at reception with a helpful, tactful approach, seeing the inquiry through to the conclusion.
• Provide general support to visitors, provide information/direction, manage meetings, and maintain contact lists.
• Collect,  record, and distribute correspondence memos, letters, faxes, emails, and forms to companies, departments, and individuals after endorsement from HR Manager.
• Carry out tasks such as filing, typing, copying, binding, scanning, storage of documents, and maintaining information security.
• Photocopy and print out documents on behalf of management.
• Order and maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
• Support managers and duty staff with client care issues, for example, preparing new client files and assisting with induction, diarising appointments, including arranging transport for clients, undertaking basic research using the internet, supporting outreach, and floating service provision as requested by management.
• Drafting routine correspondence as required, making these available to staff members, departments, and companies, and tracking responses to correspondence and other paperwork within appropriate timescales;
• Support the day-to-day administrative functions of the organization as directed by senior staff; that is, checking staff files and ensuring compliance across the organization;
• Support meetings and accurate minute taking, to ensure that the whole process runs smoothly and that action points are followed timely;
• Coordinate office procedures such as ordering water, keeping records of staff rounds, opening, closing doors, setting up computers/ laptops, and projectors for meetings.
• Generate reports on staff records; maintain up-to-date employee holiday records, sick leave, HR matters, meetings, etc.
• Provide support in other and more complex administrative tasks as requested;

Staff & Team Working

• Work within a team, supporting colleagues and attending team meetings, recording and sharing information appropriately and confidentially;
• Keep up to date with issues relevant to housing & support, welfare benefits and other relevant legislation;
• To undertake all core training required for this post and other training and professional development activities as required;
• Undertake other delegated tasks and responsibilities as required by management.

What we are looking for:

High attendance and punctuality

Previous administrative experience - A Minimum of one year experience within an office administrative role with knowledge of clerical & administrative procedures and systems

Good Communication Skills - Strong verbal and written skills

Accurate and detail-focused

Excellent IT skills including all Microsoft Office applications, Word, Excel, and PowerPoint essential

Ability to work under pressure meeting strict deadlines

Be able to prioritize workload

Good planning & organizational skills

Be able to pay attention to detail with a high level of accuracy

A positive problem-solving attitude

Be flexible & adaptable

Team player with an understanding of people

Able to deliver results

Understanding of GDPR and requirements.

What we can give you in return:

A competitive salary

Generous annual leave with the option to buy more

Award-winning professional development programs free of charge

Reward, recognition, and referral schemes

A health and wellbeing program to look after you.

Generous Pension scheme

Free on-site parking

Real career opportunities. Being part of the Verity family