director administrative assistant Faversham, England
Job description
Avante Care & Support provides residential and domiciliary care services to 1000+ residents and service users in London and Kent.
Job Location
This role will be based at Avante Care & Support’s Head Office in Faversham.
Job Summary
Due to promotion, we are recruiting for a PA to Director of People & Organisational Development (P&OD)/Administrator.
The successful role holder will carry out administrative work on behalf of the Director so that the Director can spend maximum time on strategic tasks. They will also be responsible for carrying out a full range of administrative duties and providing excellent customer service to stakeholders. The post holder needs to have a flexible approach to working and be able to adapt to the changing needs of the organisation.
- Work closely with the Director of People & Organisation Development on a one-to-one basis, helping the Director to make the best use of their time by dealing with administrative tasks.
- Organise meetings on behalf of the Director and ensure the Director is well prepared in advance of the meetings.
- Devise/maintain office systems, records and processes, including data entry, management and analysis.
- Produce documents, briefing papers, reports and presentations
- Carry out projects and background research, and present findings
- Manage the People and Organisation Development team’s calendar and provide cover for other P&OD posts during periods of absence.
- Respond to first level queries from managers and employees regarding Avante Care & Support’s employment policies and procedures.
- Administer Avante Care & Support’s digital health platform and occupational health procedures, which will include liaising with managers and service providers, and keeping up to date and accurate records.
- Administer Avante Care & Support’s Disclosure Barring check system/process and liaising with managers and administrators.
- Invoice management including creating purchase orders and sending invoices to finance.
- Liaise with internal customers, suppliers and employees.
- Coordinate or support the organisation of key employee events such as awards ceremonies, leadership events, team away days and working groups.
- Administer the employee of the month programme.
- Carry out spot checks of employee information on behalf of the Director of P&OD, liaising with the People Specialists, Home Managers and Administrators to resolve any issues.
- Arrange timely distribution of relevant communication to employees such as pay award letters, pension letters and other employment related information.
- Produce P&OD newsletters/magazines and update social media account (Linkedin) as required.
- Source and order resources and office equipment
- Respond to reference requests and liaise with managers.
- Work closely with other members of the P&OD team and provide cover as required.
- All aspects of the post are to be carried out in compliance with Avante Care & Support's overall policies and procedures and standing orders. The post holder will have access to confidential information, and will maintain such confidentiality as required by Avante Care & Support.
- Promote Avante Care & Support’s Equal Opportunities Policy statement, ensuring awareness of differing ethnic, social and cultural backgrounds.
Experience
- Proven experience of providing administrative support in a busy HR/Social care or relevant environment.
- Experience of producing comprehensive reports and presentations.
- Experience of handling and responding to correspondence, including sensitive information.
- Experience of setting up small events like workshops and seminars and working with other stakeholders to put these together.
- Experience of maintaining and updating database systems
- Experience of using project management and/or productivity tools.
- Experience of note taking at meetings
- Experience of using the mail merge feature in Word to create bulk documents
Qualifications/Skills/Knowledge
- Exceptional numeric, written and oral communication skills
- Excellent IT skills, including the ability to use Microsoft Excel (Intermediate level), Outlook, Word, PowerPoint/Google Docs as well as a range of software packages.
- Good organisation and time management skills.
- Excellent interpersonal skills with the ability to build and manage effective relationships with stakeholders.
- The ability to work under pressure and to tight deadlines.
- Data savvy with the ability to research, digest, analyse and present material clearly and concisely.
- Able to work on own initiative and as part of a team.
- Methodical and pays attention to details.
- Demonstrates Avante’s SPARKLE values
- The ability to multitask and prioritise an ever-changing workload.
- Discretion and an understanding of confidentiality and sensitive issues.
- The confidence and aptitude to build relationships across all levels of the organisation including senior management and executives, as well as external contacts
- Knowledge of the social care sector.
- Willingness to continue with professional development.
Desirable
- Experience gained within a People/HR Department.
- Level 3 in Business Administration/Working towards a CIPD Level 3 qualification.
- Previous experience in a PA role.
Please note: If you are shortlisted, you will be invited to attend an interview. We regret to inform you that due to the high volumes of applicants, we do not write to candidates, who are unsuccessful at the shortlisting stage. In the meantime, we would like to thank you for the interest you have shown in Avante Care & Support.
Job Types: Full-time, Permanent
Salary: £28,000.00 per year
Benefits:
- Company pension
- On-site parking
Schedule:
- Monday to Friday
Work Location: In person
