Lead Administrator
£13.71 per hour
Hours: 37.5 per week
Location: Woolwell, Plymouth
We’re looking for an organised, confident Administrator to join our service in Woolwell, Plymouth.
What you’ll need:
Strong admin & IT skills
Friendly, professional telephone manner
Ability to stay organised and work as part of a team
What we offer:
28 days holiday (incl. bank hols)
Flexible holiday purchase scheme
Paid DBS check
Pension & Employee Assistance Programme
Career development & recognition schemes
Refer a Friend bonus (£250)
Job Summary
If you are a proactive and adaptable individual with a passion for providing excellent customer service, we would love to hear from you!
This is a fantastic opportunity to join a friendly and supportive team in a rewarding role. If you meet the requirements set out in the person specification below and are passionate about delivering high-quality administrative support, please do not hesitate to apply.
Key Responsibilities:
Provide a warm and welcoming reception for visitors.
Offer administrative support to the management team.
Maintain accurate records and documentation.
Ideal Candidate:
Experienced in a customer-facing role.
Skilled at building rapport and maintaining relationships with diverse individuals.
Able to work independently and adapt to change.
Actively contribute to team meetings and process improvements.
Proficient in Microsoft Office (Outlook, Word, Excel).
Experience with finance software and rota management is a plus, but not essential (training provided).
Primary Role:
Based in the main reception area, you will be the first point of contact for visitors.
Handle the majority of incoming telephone calls and manage the team email inbox.
Collaborate with the multidisciplinary team to provide high-quality customer service and administrative support to staff, service users, and other professionals.
In this role, you will be expected to:
Manage front-of-house tasks, including answering calls, responding to emails, and greeting visitors.
Support service users and visitors, acting as the first point of enquiry and directing them to relevant information or services.
Maintain accurate records using Microsoft Office and archiving systems.
Assist in creating and managing staff rosters to ensure appropriate staffing levels.
Support financial tasks, including expenses and payroll management.
Ensure compliance with relevant regulations, policies, and procedures.
Assist with staff training and development coordination.
Provide administrative support to the care and management team.
Monitor, record, report, and track maintenance tasks using in-house systems (CareControl and QFM).
Monitor staff sickness and ensure adherence to relevant policies.
Record and report allocated areas using the in-house Quality Improvement spreadsheet.
Assist the Lead Administrator with weekly staff reporting, roster creation, and petty cash recording.
Promote the department's image by ensuring notices and leaflets are up-to-date and well-presented.
Record and resolve or escalate complaints, compliments, concerns, comments, and suggestions.
Respond to telephone, email, and written queries on behalf of the service.
Arrange appointments, meetings, and events, ensuring all necessary equipment and documentation are available.
Produce and distribute accurate meeting minutes.
Maintain accurate electronic and hard copy information, supporting operational staff in accessing management information.
Collect data to monitor budgets and performance, and prepare information for service area users.
Comply with Data Protection and record management policies, ensuring confidentiality and safeguarding.
Contribute ideas for service improvement.
Work independently, prioritising tasks within defined policies and procedures.
Ensure timely delivery of office support services (post, filing, photocopying, archiving).
Demonstrate tasks to new or less experienced employees.
Monitor and order stock (e.g., stationery) with supervisor authorisation.
Act as a key holder for on-site safes and locked areas.
Provide cover for other administrator roles as needed.
Manage maintenance issues, logging faults, and liaising with coordinators, contractors, and professionals.
Use the team planner (Microsoft Planner) to complete tasks by deadlines and escalate as necessary.
This list is not exhaustive, and you may be asked to undertake other duties to meet service and team demands. This role is subject to change and review during yearly appraisals or as needed by the employee or supervisor.
Benefits:
We offer competitive rates of pay, along with an impressive benefits package including an employee assistance helpline, flexible additional holiday purchase scheme, childcare vouchers, stakeholder pension scheme and much more!
Health and Safety
As an employee of CareTech Community Services Ltd, the post holder has a duty under the Health and Safety at Work Act 1974, to:
Take reasonable care of the health and safety of themselves and all other persons who may be affected by their acts or omissions at work.
Co-operate with their employer to ensure compliance with Health and Safety legislation and the Health and Safety policies and procedures of the organisation, not intentionally or recklessly interfere with, or misuse, anything provided in the interests of health, safety, or welfare, in pursuance of any of the relevant statutory provisions.
Data Protection
The post holder must at all times respect the confidentiality of information in line with the requirements of the Data Protection Act. This includes, if required to do so, obtain, process and/or use information held on a computer in a fair and lawful way, to hold data only for the specified registered purposes and to use or disclose data only to authorised persons or organisations as instructed.
This list of duties and responsibilities is by not exhaustive and the post holder may be required to undertake other relevant and appropriate duties as reasonably required.
This job description is not exclusive and the post holder may be asked to undertake further responsibilities after review, which may result in changes being made.
GCSE C / Grade 4 or above in English, Mathematics
A-level or equivalent in English language and Mathematics
GCSE C / Grade 4 or above in ICT
Experience
Experience in a front facing administrative role/customer service role
Previous experience in archiving and record-keeping
Experience of working with people with challenging behaviour
Customer service experience
Skills and Knowledge
Working knowledge and experience in Microsoft packages, including Microsoft office, including the upkeep of Excel worksheets using formulas
Experience in a Human resources environment would be beneficial
Experienced in managing financial software
Experience in creating and maintaining staff rotas
Personal Qualities
A passion for learning and working as part of a multidisciplinary team.
Excellent communication skills
Excellent organisational and time-management skills.
Ability to work using own initiative and to prioritise workload.
Strong attention to detail and accuracy.
Due to the nature of the role, we will pay for you to complete an enhanced Disclosure & Barring Service (DBS) check, prior to starting with us.
* Some of our roles require male or female employees only, where this is indicated it is a genuine occupational requirement, in accordance with the Equality Act 2010.
CareTech Community Services are proud to advise that they are a Disability Confident Leader.