Administrator - Ambient Support : Job Details

Administrator

Location: Head Office - Woodford Green

Hours: 38 hours per week

Salary: £22,667

Ambient Support is a registered UK charity with over 25 years’ experience in providing care and support services for older people, people with a mental health need and people with a learning disability.

We have a fantastic new opportunity for you to join our administration department. You will be part of a dynamic friendly team, we are looking for someone who is a team player, IT literate, organised, pays attention to detail, ability to prioritise your workload and has good communication skills.

PRINCIPAL ACCOUNTABILITIES:

Facilities & Office Administration

• Act as keyholder responsible for opening/closing the office and un-setting/setting the burglar alarm.
• Answer incoming calls via the main switchboard and ensure these are handled speedily and effectively. Communicate with external and internal contacts over the telephone and deal with enquiries as appropriate.
• Deal with incoming and outgoing mail at the Woodford Office including opening and distributing incoming mail and arranging for the franking and despatch of outgoing mail on daily basis (including Special Delivery items when required). Deal with franking machine issues including system updates, account top-ups and resolving maintenance queries. Keep post room pigeonholes updated for staff and services.
• Manage the general enquiries inbox by accessing regularly and forwarding messages to the appropriate Managers and staff members. Respond to miscellaneous enquiries on behalf of the organisation.
• Respond to live website enquiries via the 'chat’ facility to provide information and advice as required.
• Oversee the office attendance spreadsheet, issue reminders to staff to complete their working pattern details each week (office and home working days) and check attendance of staff in the office to produce the daily Fire Evacuation list.
• Ensure the safe keeping of facilities keys and visitor fobs for the Woodford Office.
• Program access fobs for new staff when required and ensure leavers’ fobs are returned and cancelled/reprogrammed as necessary.
• Deal with car park queries, ensure company car park rules are adhered to and co-ordinate any visitor parking and booking procedures that are put in place.
• Book internal meeting rooms as requested via the Outlook calendar booking system. Ensure meeting rooms are kept clean and tidy.
• Deal with general issues that arise in the Woodford Office, e.g. deliveries, greeting visitors etc.
• Call out contractors and engineers for building maintenance and problems with office equipment when necessary.
• Monitor stocks of hospitality supplies, submit regular online orders and purchase any additional items when required. Assist with catering for meetings as necessary. Deal with minor maintenance issues for kitchen equipment (e.g. regularly descale water boilers/kettles, resolve dishwasher issues etc.).
• Act as First Aider and Fire Warden after undergoing appropriate training. Keep all first aid boxes properly stocked and ensure fire safety procedures are carried out, including regular testing of fire alarm and emergency lighting.

Corporate Administration

• Play a key admin role in the maintenance of information systems, including document management, intranet, care management etc.
• Upload/update policies and other documents on the staff intranet and document management system as requested. Update index of policies when required.
• Produce and update various documents in the required format ensuring a good standard of presentation.
• Deal with internal award nominations via the company intranet and organise certificates and prizes as necessary.
• Produce laminated certificates and letters each month for all staff receiving long service awards.
• Deal with requests for distribution of corporate merchandise to regional services and monitor stock control.
• Input service user survey responses onto online system if hard copies or scanned forms are received.
• Attend occasional operational management meetings (usually via Teams), take action notes and deal with associated tasks.
• Log and process Board Member expenses and occasionally assist with credit card reconciliations for management.
• Maintain files for statutory company records & Board documents etc as required (electronic and hard copies).
• Assist with periodic large-scale mailings to staff, service users, relatives, local authorities etc.
• Assist with arrangements for corporate events, external meetings, travel and accommodation etc. when required.
• Provide support with printing, photocopying, laminating and scanning documents as requested.
• Undertake ad hoc administrative tasks in support of the Executive Administration Manager and management as required.

General

• Deputise/cover for other Administration staff when necessary.
• Act at all times in accordance with Ambient Support’s Equal Opportunities Policy.
• The duties of this post as given above are indicative only as the postholder will be expected to adopt a flexible approach to the role.
• Some aspects of this role will be of a highly confidential nature and tasks will sometimes involve tight deadlines.

In return for your hard work, we offer our Administrator:

• Basic entitlement is 22 days (pro rata to hours worked). Bank Holidays are in addition.
• Extensive access and support to recognised qualifications.
• Employee benefit discount scheme
• Access to our Employee Assistance Programme (EAP)

Want to take your first steps to join a new rewarding career? - Click apply

Ref: INDLP