Senior Administrator

As an experienced Senior Administrator, you will enable the directors to deliver integrated, customer focused administrative services by:
• working as part of a team to provide efficient and effective secretarial and administrative support to directors and staff who may not work from one office;
• proactively liaising with colleagues to provide constant and consistent services and streamline practices;
Senior Administrator Role:
Office and Team Support:
• Act as a first point of contact for the consultancy;
• Process and respond promptly to incoming communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary;
• Look up information to answer complex queries, including requests for statistical information from clients;
• Produce a range of documents including letters/emails and presentations to a good standard by the required deadline;
• Collect, process and input data into information management systems and databases;
• Develop and use electronic and manual filing systems with due regard to security and confidentiality;
• Maintain diaries, appointment systems, scheduling and arranging meetings including managing bring forward systems on a daily basis;
• Organise meetings ensuring that appointments are realistically planned with regard to timing, venue and resources;
• Maintain record-keeping systems for recording and monitoring service processes and provide regular summary reports to directors to ensure that relevant updates and reviews take place in a timely fashion;
• Develop and maintain up to date information about services including on the intranet, internet, stationery and internal and external publications;
• Undertake general clerical and administrative tasks to support the consultancy as required (e.g. post processes, photocopying, scanning).
General Accountabilities:
• Comply with individual responsibilities for health and safety in the workplace including taking action to reduce the risk to self and others and contributing to the maintenance of a health and safe working environment;
• Assist directors in ensuring the health, safety and welfare of staff and visitors;
• Ensure that all duties and services are provided in accordance with the consultancy standards, policies and procedures;
Role Specific:
• Understand the core business of the office/consultancy and contribute to its development;
• Develop the necessary skills and knowledge to be flexible in support of the development of the consultancy;
• As appropriate:
• Use specialist knowledge including knowledge of external agencies and partners to respond to client and colleague enquiries and requests for information using specialist knowledge of services;
• Make written records of meetings ensuring key points are accurately minuted to high standards of accuracy and presentation and approved papers are distributed to designated deadlines;
• Undertake specialist searches of information management and other systems to provide detailed statistical information and create electronic (or manual if appropriate) client files;
• The nature of this post will require flexibility to meet urgent work needs as they arise. The job description therefore is not intended to be exhaustive. The post holder will be expected to adopt a flexible attitude to the duties which may have to be varied after discussion, subject to the needs of the consultancy in keeping with the general profile of the post.
You have specific responsibilities under Health & Safety legislation to ensure that you:
• Take reasonable care for your own health and safety, and that of others affected by what you do, or do not do;
• Cooperate on all issues involving health and safety;
• Use work items provided for you correctly, in accordance with training and instructions;
• Do not interfere with or misuse anything provided for your health, safety or welfare;
• Report any health and safety concerns to your line manager as soon as practicable.
Senior Administrator Requirements:
• English language and mathematics GCSE Grade C or above or equivalent.
• Ability to communicate complex issues effectively by telephone, in writing, by e-mail and in person;
• Methodical and organised approach to tasks, with an eye for detail;
• Ability to work calmly under pressure prioritising competing demands effectively;
• Initiative, flexibility and ability to handle change;
• Ability to produce accurate summaries of meetings, events and conversations;
• Ability to attend work regularly and on time.
• Commitment to providing good customer service with a drive for continuous improvement;
• Commitment to continuous personal development;
• Ability to work alone, as well as working co-operatively as a team member;
• Able to deal with work of a confidential nature.
• Commitment to, and understanding of, the principles of Equal Opportunities for all, in employment and the delivery of services.
Role based in Edgbaston, Birmingham, 5 minutes from Five Ways Train Station