Administration Assistant

Job Purpose

To provide clerical, administrative, and financial support to operational services under the direction of senior staff, ensuring efficient day-to-day business support functions are delivered.

Key Responsibilities

• Carry out routine clerical and administrative duties including telephone handling, document preparation, data checking, filing, photocopying, and maintaining records in line with confidentiality requirements.
• Provide routine advice and guidance to customers, colleagues, and stakeholders regarding business processes and service-related enquiries.
• Process and maintain information relating to finance, staffing, customer records, and service requirements using internal systems and databases.
• Support financial administration tasks including processing orders, handling invoices, resolving payment queries, and cash handling where required.
• Assist with organising meetings and events, including arranging venues, preparing agendas and papers, issuing invitations, and taking minutes/actions.
• Prepare and distribute information packs, correspondence, and service documentation while managing incoming and outgoing mail.
• Undertake reception duties including welcoming visitors, directing enquiries, and providing basic advice and information to customers.
• Carry out any other duties appropriate to the level and nature of the role.

Key Accountabilities

• Ensure accuracy and quality of work undertaken.
• Follow established procedures and elevate issues where necessary to ensure compliance with policies and regulations.
• Maintain adherence to organisational policies, financial procedures, and service standards.
• Support operational teams efficiently and effectively to help meet customer and service needs.

Person Specification Education and Knowledge

• Good literacy and numeracy skills.

Skills and Competencies

• Commitment to delivering excellent customer service.
• Ability to work efficiently and identify opportunities for service improvement.
• Strong team working skills with the ability to work independently when required.
• Professional and respectful approach to colleagues, customers, and stakeholders.
• Commitment to maintaining a safe and inclusive working environment.

Experience

• Experience of data input and maintaining accurate records, including handling confidential information.
• Competent in the use of IT systems and standard business software packages including word processing and spreadsheets.
• Experience of note taking and minute taking.
• Experience of dealing with members of the public or customers using effective communication skills.
• Experience of following established procedures and administrative processes.

Role Context

• Provide business support services in line with organisational policies and procedures.
• Support operational services to meet customer needs and contribute to service efficiency and performance improvements.