Job type
TemporaryLocation
SouthamptonWorking Pattern
Full-timeSpecialism
AdministratorsIndustry
Business or Management ConsultancyPay
Up to 13/h
Receptionist, Administrator, Office Administrator
IMMEDIATE START REQUIRED
Your new company
New Forest Care is a leading provider of therapeutic care and education for children and young people with complex needs. They are seeking a dedicated and organised Office Administrator to join their team. The ideal candidate will manage administrative tasks, support the staff, and ensure smooth office operations.
Your new role
The Office Administrator will provide central administrative support for all services offered by New Forest Care Ltd. Responsibilities include greeting and directing visitors at the front desk, answering, screening, and forwarding incoming phone calls, and managing daily mail. The role also involves booking meeting rooms, arranging meeting schedules, organising filing systems, and updating office databases. Additionally, the Office Administrator will be responsible for ordering office supplies such as stationery, printer refills, and cleaning materials.
Key Responsibilities:
- Handling general administrative tasks: taking messages, managing correspondence, monitoring mailboxes, daily communications, taking notes, and maintaining databases.
- Provide reception services: room bookings, managing the reception Outlook inbox, and opening post.
- Ensure communal areas are tidy, stocked, and secure daily; report and address maintenance and health and safety issues.
- Order supplies, stationery, and furniture; organise services per procurement procedures and record accordingly.
- Complete administration, communication, and recording for LAC reviews, new placement assessments, and PEPs.
- Monitor the insurance inbox and distribute items to relevant staff or insurers.
- Manage Head Office petty cash.
- Record property information, such as gas inspections.
- Support the fleet manager with administrative tasks.
- Complete and maintain archiving.
- Handle Subject Access Requests as directed by the Data Protection Officer.
Administrative staff are expected to support all areas of the administrative function to ensure smooth operations at Head Office and Shared Services.
Environmental:
Read, understand, complete, and sign risk assessments for individuals and general health and safety as per New Forest Care Policy and Procedures.
Data Protection:
Consider Data Protection and GDPR in all Front of House activities, with attention to third-party risks, cyber threats, and awareness.
Additional Duties:
Undertake additional duties or projects as determined by directors or line manager.
Safeguarding:
Be familiar with and comply with Safeguarding Policy requirements to protect the welfare of children in care.
What you'll need to succeed
Qualifications
Required
- GCSE grade C/5 maths and English
- AAT Level 4
- Fully competent in Microsoft Office packages including Word, Excel and Outlook
- Experience of using Sage accounting software
Knowledge
- Working knowledge of Excel and Outlook specifically importing and exporting of big data
- Experience of sage software
Skills
- Excellent communication and interpersonal skills; able to communicate effectively with colleagues
- Excellent analytical and problem-solving skills
- Strong written and verbal communication skills, including providing feedback on process adherence to business areas and individuals
- Attention to detail and working in a methodical way
- Excellent organisational skills; planning, prioritising and working to deadlines
- Ability to work as part of the team
- Able to work flexibly, adopting a “hands on” approach and respond to unplanned situations
- Information collection and management skills
- Problem identification and resolution skills
Personal Qualities
- A commitment to delivering the best levels of customer service
- Ability to work under pressure and prioritise effectively
- Commitment to maintaining confidentiality at all times
What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
