Administrative Assistant Maternity Cover
Administrative Assistant – Maternity Cover
Job Title: Administrative Assistant – Maternity Cover \- 9 Months
Location: Malsis Hall
Contract: Fixed\-term maternity cover for 9 months
Hours: Full Time, 40 hours per week, Monday\-Friday 9am\-5pm
Salary: £12\.75 \- £14\.50 dependant on experience
Reporting to: Registered Manager
About the Role
We are looking for a highly organised, proactive and reliable Administrative Assistant to join our team on a fixed\-term maternity cover contract.
The successful candidate will provide effective administrative and organisational support to the team, helping to ensure the smooth and efficient day\-to\-day running of the office. This is a varied role that requires excellent attention to detail, strong communication skills and the ability to manage multiple priorities.
Malsis Hall offers a therapeutic environment providing effective care and support through collaboratively working with and empowering each individual. We develop individual pathways that are positive giving each person purpose and goals which are achievable. Interventions focus on positive risk taking and all interventions are recovery based.
We are looking for a motivated, organised and friendly individual to join our busy office team.
Key Responsibilities
- Support the Administrator in the maintenance of accurate and complete financial and Administration records for the Service in accordance with Company policies and procedures, using computer and manual systems.
- Comply with Company policies and procedures, employment and operational handbooks and particularly the management of Service Users’ monies, financial procedures, purchase ordering, data protection, confidentiality and fraud.
- Undertake administration duties delegated by the Administrator and the Registered manager related to general administration for the Service, financial administration and human resources administration.
- In liaison with the Administrator support the Service to provide:
▪ Petty cash information.
- Attend meetings as requested and produce relevant notes/actions.
- Input and assist the Administrator with in the requirements for staff wages including appropriate checks and communication.
- Archive and maintain records in line with Company procedure.
- Assist in the completion of files for Service Users and Staff Members in line with the Company’s policy and procedure.
- Assist in the management of petty cash, ensure manual and computerised records are updated and replenished in a timely manner.
- Provide administrative support to the team i.e., typing, filing, shredding confidential waste and dealing with correspondence etc., within given timescales.
- Operate office equipment such as photocopier, shredding machine and computer as required.
- Act as receptionist i.e., answer the telephone, respond to enquiries from Service Users/patients and Visitor at Reception, and re\-direct enquiries in a friendly and efficient manner.
- Organise refreshments for meetings when required.
- Provide full administration support for staff recruitment, under the direction of the Registered Manager.
- Undertake administration support for Human Resources (HR) tasks, including administrating and coordinating recruitment, maintaining the training matrix, staffing status report and employee logs, and keeping HR templates up to date, etc.
- Prepare and display information leaflets posters, send out brochures etc., as required, under the direction of the registered Manager.
- Report to the Maintenance Operative, any faulty appliances, damaged furniture, equipment or any potential hazards.
- To cooperate with any requirements and adhere to statutory or other safety regulations.
- To be familiar with all fire and other emergency regulations, including evacuation procedures and act in accordance with them in any emergency situation.
- Ensure that all working practices and procedures comply with statutory regulation, codes of practice and safety guidance in force.
- Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties.
- Ensure a clean desk policy is maintained at all times and confidential records are secured in a locked drawer/cabinet when not at your desk.
- Ensure the security of the Service is maintained at all times i.e., locking the safe, office doors, front doors etc.
- Ensure all equipment is clean and well maintained.
- Carry out any other tasks that may be reasonably assigned to you.
- Notify your designated line manager as soon as possible of your inability to report for duty, and also on your return to work from all periods of absence.
- Ensure the security of your work location is maintained at all times.
- Ensure all equipment is clean and well maintained.
- Carry out any other tasks which may be reasonably assigned to you.
- Ensure that all resources used in and around the Service are sensibly conserved by all staff members.
- The Job Description indicates only the main duties and responsibilities of the post. It is not intended as an exhaustive list. The Company reserves the right to amend this Job Description from time to time, according to business need.
- The post holder has delegated responsibility to assist in the administration of the Service and the Company as a whole.
- The Administrator will be expected to maintain high professional standards and to keep abreast of relevant issues and continue his/her own personal and professional development.
- The Company will support the post holder with relevant education and development opportunities whenever possible.
- The Administrator role will require some flexibility and time, hours will be reviewed on an ongoing basis.
- The post holder is required to develop and maintain good working relationships with colleagues, visitors, carers, visiting professionals, commissioners and registration bodies.
Pay: £12\.75\-£14\.50 per hour
Benefits:
- Company pension
- On\-site parking
- GCSE or equivalent (preferred)
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