1. JOB PURPOSE
The purpose of this role is to provide high quality administrative support to the Head of Contracts and Customer liaison.
This role is reporting directly to the Head of Contract Management, which is an exciting opportunity for a self- motivated individual to join the Contracts Team providing high quality, administrative support. You’ll enjoy taking personal responsibility for your own workload, continually reorganising and prioritising to ensure those you support get the best service possible which in turn reflects positively for our wider company goal of supporting and advocating for people with disabilities.
2. MINIMUM QUALIFICATIONS/EDUCATION/EXPERIENCE/TRAINING/KNOWLEDGE
Formal Education / Training | § Previous experience working as an administrator desirable § ECDL or similar IT Award |
Work Experience
| § Minimum two years’ experience in a comparable role with a proven ability to deliver in a time sensitive and deadline orientated environment. |
Skills and Knowledge . | Knowledge of administering in a busy office and analysing data Able to process information accurately and promptly Excellent IT Skills and able to collate and analyse data Able to manage records, both on-line and paper-based Able to promote Contracts & Customer liaison activities Excellent organisational, planning and multi-tasking abilities Knowledge of office management systems and procedures Proficient in relevant software applications including MS Office, Teams, Word, Excel, Databases and Outlook applications Excellent communication skills - verbal and written with a high attention to detail and accuracy Excellent time management skills and the proven ability to prioritise work |
3. JOB DUTIES AND RESPONSIBILITIES
| Job Area |
1. | Provide general and high-level administration support to include tasks such as diary management, preparation for meetings, organising travel and meetings in addition to general administration tasks. |
2. | Supporting the Contracts team in preparing and compiling reports, Service Arrangement documentation and other documentation and assisting with general administrative tasks. |
3. | Communicate with stakeholders (Operational teams, HR, Property, Finance, Business Development) in relation to administrative queries relevant to the work of the Contracts team and wider directorate including the preparation of statistical information and reports. |
4. | Scheduling of Service Arrangement meetings and other support activities with stakeholders across the organization and providing administrate support for same. |
5. | Contribute to the development and maintenance of the Contracts team administrative systems including scanning, filing and organisation of Documentation systems. |
6. | Assisting with Contracts team with related meetings including drafting of Agendas, Minutes and Reports as required. |
7. | Provide support to Contracts system owners in maintaining systems, problem solving around system issues and proactively seeking to avoid them. Engaging with local Managers and Regional Mangers in the preparation of business cases. Gathering of requirements and preparation of costings. |
8. | Take ownership and oversight of the general office administration/ management, orders and invoice accountability to ensure an efficiently run function, deliver any other ad hoc administration tasks required by the Contracts Team. |
These duties and responsibilities are a reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the services.
4. KEY DIMENSIONS AND RELATED JOB RESULTS
This role requires the job holder to:
§ Have an awareness of the culture, objectives and mission of the company
§ Have excellent administrative skills and an ability to work in a busy environment with many competing priorities
§ Have exceptional written communication skills
§ Be a self-starter who is motivated and creative
5. OPERATING ENVIRONMENT
This role requires the job holder to:
§ Maintain confidentiality on all matters discussed.
§ Be based within a company Office but may necessarily include travel to other sites as entity needs dictate.
§ Be flexible in terms of ad hoc requirements to work outside normal working hours, if/when deadlines dictate.