Secretarial support administrator

Job Title: Secretarial support administrator
Location: Staffordshire Regional Office, Newcastle Under Lyme
Hours: 37.5 hours per week (flexible: may include some weekends, evenings, and public holidays according to the needs of the office).
The Role: As a Senior Administrator, you will provide essential support to the Service Director, managing a diverse range of responsibilities with professionalism and discretion. Reporting directly to the Service Director, you will be a pivotal part of the office's operations, ensuring efficient management of schedules, correspondence, and events. This role requires meticulous attention to detail, exceptional organisational skills, and the ability to handle confidential information with utmost integrity.
Main Duties:

1. Act as the first point of contact for internal and external enquiries, managing communication flow and ensuring timely responses.
2. Oversee the Service Director's diary and itinerary, optimising their schedule and resolving conflicting priorities.
3. Coordinate meetings and events, handling logistics such as venue bookings, agenda preparation, and minute-taking.
4. Manage written and electronic correspondence, including drafting reports, letters, and emails on behalf of senior officers.
5. Liaise with stakeholders and senior officers on sensitive and confidential matters, maintaining professionalism at all times.
6. Support the planning and execution of corporate events and projects, including research and documentation.
7. Develop and maintain efficient office systems and data management processes, ensuring accessibility and accuracy of records.
8. Collaborate with the HR Team on administrative tasks, including time-sheet processing and recruitment support.
9. Organise travel arrangements and accommodation for the Service Director as required.
10. Act as the point of contact for reception, hospitality, and promotional events for VIPs and visitors.
11. Take a proactive approach to understanding agency policies, governance structures, and decision-making processes.
12. Provide minute-taking support for meetings, including HR-related discussions.

Other Duties:

• Accept support and guidance from senior colleagues, adhering to organisational policies and procedures.
• Ensure compliance with health and safety regulations, confidentiality requirements, and other relevant standards.
• Identify and attend training events to enhance skills and knowledge.
• Offer support to colleagues as needed and undertake any other duties as required.

Person Specification:

• Experience in a PA or secretarial role supporting senior executives.
• Previous experience in relevant fields such as charity or social care agencies is desirable.
• Relevant qualification and equivalent experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong communication skills, both written and verbal, with the ability to tailor messages to different audiences.
• Excellent time management and organisational abilities.
• Ability to work independently with minimal supervision.
• Courteous and professional telephone and email etiquette.
• Fast and accurate typing skills, including shorthand and minute-taking experience.
• Experience organising meetings, events, and managing multiple projects simultaneously.
• Ability to work collaboratively as part of a team and represent senior executives when necessary.

Whats in it for you?

• Salary: Up to £26,098 depending on experience and qualifications.
• Working hours: 37.5 hours per week, with flexibility including weekends and public holidays.
• Disclosure Checks: All appointments subject to DBS enhanced disclosure and ISA checks.
• Holidays and Entitlements: 20 days annual leave plus 8 statutory days pro rata.
• Pension, Life Assurance, Probationary Period, New Employee Bonus Scheme, Discretionary Benefits, and other terms as outlined in the official documentation.

The Recruitment Co. is an equal opportunities employer and we're committed to diversity and inclusion in the workplace.