This is a varied role providing a broad range of administrative support services to operational managersJob Description
In return for your commitment, we offer a great pay and benefits package. This includes 25 days paid leave, plus 8 bank/public holidays, a generous occupational sick pay scheme, and a pension scheme with a 4% employer contribution (up to 6% if matched by the employee).Description of the role
At Abbeyfield, we believe that great care starts with great people. We’re committed to providing the highest standards of accommodation to our residents, and we’re always keen to hear from people who share our commitment to enhancing the lives of older people in the UK.
Based at our regional office in Wellington, Somerset, you will provide secretarial support to managers, including diary management, arranging travel and local events and conferences, including booking accommodation, organising suppliers and managing delegate lists. You will also help to manage and maintain filing systems to ensure that information necessary for future use or shared use is readily accessible, but only to those who need access to it.
You will also handle and distribute incoming correspondence, despatch outgoing mail, and generate communications and correspondence to internal and external contacts and stakeholders. There will be a need to support management meetings, organising timings and attendance, circulating agendas and related documents, minute and note taking, and maintaining and chasing action logs.
Importantly, you will be a point of contact for visitors on site, and co-ordinate site visits and organise any necessary catering. You’ll also co-ordinate responses to complaints, ensuring that they are actioned promptly by the right people. There will also be a need to order supplies, control office stocks, handle petty cash and manage procurement card transactions.
There will be a need to collate operational data and organise into spreadsheets and reports, to enable managers to identify trends and issues and make decisions. You will also liaise with the IT Helpdesk to ensure the right equipment is in place and is working effectively, and oversee office furniture, fixtures, fittings and cabinets to ensure they are maintained and fit for use.
Finally, you may be called on to provide administrative support to ad hoc projects as required.
This is a fixed term appointment, until 31st March 2021.Our Ideal Candidate
You will need proven experience in providing administrative support to managers in a demanding office environment, with proficiency in MS Office applications (Outlook, Word, Excel, and PowerPoint). Highly organised, you’ll also have great time management skills; and be able to multi-task and re-prioritise when circumstances change.
Your strong written and verbal communication skills will be complemented by a collaborative working style as a supportive team member. With good attention to detail, you’ll be adept at spotting errors in written information or numerical data. And importantly, you’ll be able to ‘second guess’ what a senior manager might need, in advance of being asked.
Engaging, confident and courteous when dealing with people at all levels, you’ll also have a working knowledge of GDPR; and have confidentiality and discretion when dealing with sensitive information.About the House or Home you’ll be working in
From carers to house managers, activities coordinators to cooks, plus roles in our regional and St Albans head office, Abbeyfield has a varied range of career options available. By working at Abbeyfield you’ll be joining a charity with more than 400 houses and over 7000 residents. But we’re also developing new homes throughout the UK with state of the art facilities.
Best of all, we’re a charity, meaning that the interests of our valued staff and residents sit at the heart of what we do, not shareholders.
The Regional Administrator role is based in Wellington, from where you will provide support to Home and House managers and regional office colleagues. The West region is one of 3 operating regions at Abbeyfield. You will be joining a dedicated and friendly team of colleagues, and can be assured of support through your comprehensive induction to ensure you become confident and get up to speed quickly.