Background and Job purpose

We are currently looking for an experienced individual to provide administrative and clerical support to members of the management team, assisting in the smooth running of the service, and taking a proactive role in relation to day-to-day functioning.

Previous experience of administrative roles is essential and proficiency in Microsoft Office will be required.

The successful candidate will need to be able to maintain confidentiality and discretion at all times.

Permanent contract.

Closing date: Monday 21st October 2024. This post will be withdrawn as soon as a suitable candidate is found.

Contact

For informal chat or for more information, please call Peter Heckel on 07725 595719 or Sally Williamson on 07725 595722.

Job Description/Principal Accountabilities

Key Responsibilities

1. Act as a point of contact for Salus and receive visitors in a courteous, prompt, and efficient manner, in order to ensure that staff, service users and members of the public who contact Salus are dealt with efficiently and consistently.
2. Produce all types of word processing, from handwritten and recorded sources, drafting routine correspondence on behalf of the team leaders and/or other staff, and tracking responses to correspondence and other paperwork within appropriate timescales, in order to provide a reliable and high-quality service.
3. Develop, maintain, and monitor all office systems, including the database and filing systems, both computerised and manual, checking that key documents are included and pursuing any missing documents, to ensure that systems are adapted to improve effectiveness in line with the Record Retention Policy, data protection and freedom of information protocols.
4. Support the day-to-day clerical and administrative functions of the team/service where needed, in addition to the monitoring of e-mails and telephone messages for appropriate team members, and the processing of mail etc, co-ordinating with outside support services (e.g. IT, phone) to resolve issues, in order to facilitate the smooth running of the team.
5. Arrange and co-ordinate appointments and meetings on behalf of the team leaders (including diary management) and other staff within the team, including large gatherings such as training and seminars involving external agencies and speakers, dispatching the relevant documents, and taking minutes where required, to ensure that the whole process runs smoothly and that any action points are followed up at the end of the meeting.
6. Update, modify and retrieve data on both manual and computerised systems, preparing standard and non-standard reports, cross-checking data held on different systems to ensure accuracy and developing new systems to meet information needs in order to provide accurate and reliable information, on which management decisions can be made.
7. The post holder may, on occasions, be required to support the organisation in other venues.
8. Any other duties which may reasonably be required by the Directors in line with the grade of the post.

This job description is provided to assist the post holder to know their principal duties. It may be amended from time to time in consultation with you without change to the level of responsibilities.

Person Specification

Further information

Any appointment will be made subject to a satisfactory enhanced Disclosure and Barring Service (DBS) check and Police vetting.

We are looking for someone to start as soon as possible and therefore this advert will be withdrawn when we find a suitable candidate.