Office Administrator

Job Title:

Office Administrator

Reports to:

Director of Operations / Registered Manager / Office Manager

Main function of the job:

(Note: In addition to these functions employees are required to carry out such duties as may reasonably be required).

To maintain administrative skills at a current level, and undertake such training and development as may from time-to-time be required to maintain that currency of practice.

Manage phone calls and correspondence (e-mail, letters, packages etc.) to a professional standard.

To take an active lead in Data Protection and information confidentiality for the organisation and its stakeholders.

To have an active role in the maintenance and development of recruitment systems to ensure compliance.

To assist with day-to-day running of office and compliance systems / operations.

Requirements:

· Previous experience as an office administrator, office assistant or relevant role.

· Outstanding communication and interpersonal abilities.

· Excellent knowledge of MS Office and office management software (Excel, etc.)

· General computer / I.T. Skills.

· Qualifications in secretarial studies will be an advantage.

· Effective minute / note taking skills.

· Filing and paper management.

· Experience in Data Protection and legal compliance is preferable.

· Knowledge of GDPR and national data protection laws.

· Knowledge of data processing operations in the company’s sector is preferable.

· Familiarity with computer security systems.

· Ability to handle confidential information.

· Organisational skills with attention to detail.

· To have great team working abilities, be reliable and honest

Location:

Harbour Supported Living Services Ltd, Head Office, 170 Seabank Road, Wallasey, Wirral, CH45-1HG.

Main Duties (not in any order of priority):

General Office Duties

Assist the Registered Manager and Office Manager with the maintenance of records.

Data input and record keeping.

Carry out the filing and appropriate storage of documents and files.

Support the Registered Manager in the maintenance and updating of Service User and Support Worker records and files.

Assisting in the development and management of computer systems and spreadsheets for the maintenance and collation of information.

Carry out photocopying, scanning, collation and preparation of necessary documentation, word processing and telephone communications.

Assist in the formulation and implementation of administrative Policies and Procedures.

Systematically solve day-to-day issues / concerns which arise.

Liaise with / support Office Manager in maintaining efficient office procedures.

Manage internal staff safety system.

Take minutes / notes of relevant meetings and word process accordingly.

Managing the reception area, including welcoming customers and guests

Managing company correspondence, including phone calls, emails, letters and packages

Administration and Compliance

Assist the development of the philosophy, goals and objectives for the organisation.

Assist the assessment of the effectiveness of administrative delivery.

Implement action to meet and maintain administrative standards.

Professional and effective communication between internal and external personnel.

Work alongside the Director of Operations & Registered Manager to ensure compliance with governing bodies.

Professional Long-Term Administration Leadership:

Seek opportunities for personal and professional growth.

Promote a positive and professional image for the organisation.

Data Protection Lead

Act as point of contact for supervisory authorities and internal teams in line with Data Protection / General Data Protection Regulations.

Identifying and evaluating the company’s data processing activities.

Monitor data management procedures and compliance within the company.

Perform audits to determine Data Protection Procedures comply with current regulations.

Desirable Skills and Relevant Qualifications:

· Experience in a similar role is preferable.

· Knowledge of GDPR and National Data Protection Laws.

· I.T. Certification will be an advantage.

· Qualifications in secretarial studies will be an advantage.

· Qualifications in Business or Office and Administration will be an advantage.

Working hours:

Part-Time (Days of work are Monday & Friday 9am - 5pm, the successful candidate will need to be flexible to cover Office Manager annual leave).

Rate of pay

£12.10 per hour

Induction period

4 Weeks

Training Provided

Mandatory induction training and role specific training will be provided

Job Types: Part-time, Permanent

Pay: £12.10 per hour

Expected hours: No less than 16 per week

Work Location: In person