Job Description
Remember the difference between your task and your purpose. The purpose of the role is to make our clients feel amazing. The task might be answering the phone, but the purpose is to make the client feel like we are treating them like the most important person at that time, a VIP.
Main Purpose of the Position
* The Office Assistant role is to take care of all of the back‑office responsibilities so that our team can effectively deliver HR advice to our clients.
* We deliver outstanding service by the practical, HR and employment law advice we provide to Managers, Business Owners and other HR personnel.
Main Responsibilities And Tasks
* Handling initial telephone calls in a timely, friendly yet professional manner adding or updating a project on our Capsule CRM, with a close attention to detail and tasking the HR Assistant to assign to the HR team.
* Updating and maintaining our Capsule CRM leave it better than you found it.
* Taking details from new client enquiries made over the phone.
* Create and schedule the weekly News from the Nest e‑newsletter each Monday.
* Schedule pre‑made marketing posts on Facebook and reply to comments in our Facebook groups.
* Being responsible for the maintenance of our Constant Contact lists.
* Handling all postal activity from checking post box, to posting items via Royal Mail Click & Drop.
In the absence of Operations Manager, liaising with the landlords office including requesting maintenance and reporting issues/breakdowns.
* Supporting the Operations Manager with updating the Client List on Excel
* Ordering consumables and printed materials for our renewal packs and welcome envelopes.
* Sending renewal postcards, renewal packs and welcome envelopes
* Ordering and sending Customer WOWs
* Updating the weekly telephone log.
* Preparing the monthly renewal spreadsheet.
* Responsible for the production of our bi‑annual physical magazine, News from the Nest. Including requesting content from the team, liaison with our graphic designer, checking for errors, ordering newsletter and management of the shipping to clients.
* Managing the marketing collateral held in stock, ensuring we do not run out of printed materials and resources needed, keeping cupboards tidy and well stocked, managing the storage unit.
* Managing our exhibition resources supporting Business Development with packing lists and the storage of these resources in the storage unit.
* Take ownership of the arrangements for our attendance at the Childcare Expo and any other Expos we decide to attend in the future which involves liaising with host, ensuring hotels are booked, travel considered, deadlines are achieved.
In the absence of Operations Manager, liaising with our suppliers including Kingfisher Office Supplies (KOS), Waste Managed and PHS.
* Maintaining stock levels in the stationery cupboard and placing any orders using Amazon.
* Organising the secure shredding of our confidential waste with Shred Pro.
* Responsible for all consumable stock management from cleaning supplies to tea, coffee etc. Filing up the containers in the kitchen, making sure we have toilet rolls, hand towels and soap in the toilets.
* Responsible for our filing, GDPR and Data Protection of any paperwork we wish to retain.
* Managing the fire safety checks each month, liaising with fire equipment provider for annual service and being one of our Fire Wardens.
* Organising our annual PAT testing.
* Visitor management, including preparing rooms, ordering food and refreshments.
* Responsible for DSE, keeping records of employees being trained in use of adjustable chairs, adjustable monitors and adherence to the regulations.
* Maintaining the work environment and general housekeeping.
* Any other duties as deemed reasonable.
What We Are Looking For
Values and Cultural Fit (Essential)
* A strong commitment to putting client needs first, with a natural desire to make clients feel valued, listened to and well looked after.
* A willingness to go the extra mile, taking pride in doing things properly rather than doing the bare minimum.
* A caring, honest and professional approach when dealing with clients, colleagues and suppliers.
* A practical, proactive mindset with a strong focus on getting stuff done.
* Comfortable working in a small, close‑knit team where collaboration, trust and accountability matter.
* Someone who enjoys being part of a business that works hard but also values humour, warmth and a positive working environment.
Essential
Skills and Experience
* Previous experience in a customer‑facing role.
* Confident and professional telephone manner, with the ability to handle calls in a friendly, calm and reassuring way.
* Excellent organisational skills, with the ability to manage multiple tasks and deadlines at the same time.
* High level of attention to detail and accuracy, particularly when updating systems, handling data and preparing mailings.
* Confident using IT systems, including CRM databases, email platforms and Microsoft Office (or equivalent).
* Comfortable working with processes and checklists, and leaving systems and records better than you found them.
* Able to work independently, using initiative to spot what needs doing and take ownership of tasks.
* Strong written communication skills, with the ability to produce clear, professional correspondence.
Desirable
* Previous experience in a busy office, administration role.
* Previous work experience from childcare sector
* Experience using CRM systems (e.g. Capsule) and email marketing platforms (e.g. Constant Contact).
* Experience supporting marketing activity, social media scheduling or newsletters.
* Experience handling confidential or sensitive information in line with GDPR and data protection requirements.
* Experience working in a professional services, HR, legal or regulated environment.
Personal Attributes
* Highly reliable and dependable, with a strong sense of responsibility for keeping the office running smoothly.
* Calm and unflappy, even when the office is busy or priorities change.
* Naturally organised and methodical, but flexible when plans need to adapt.
* Comfortable liaising with a wide range of people, including clients, suppliers, landlords and external partners.
* Takes pride in maintaining a professional, welcoming and well‑organised work environment.
* Willing to step up and take responsibility in the absence of senior team members when required.
* Understands the difference between task and purpose recognising that every task contributes to the overall client experience.
Accepted degree subjects
Any
Additional Job Details
Location: Redditch
Salary: £25,350
Benefits include
6.6 weeks holiday (including bank holidays) Pension & Company Sick Pay (post‑probation) Employee Assistance Programme & generous Health Cash Plan Free parking, casual dress code & discretionary bonus scheme
Contract, dates and working times
Permanent
Start Date: 1 May 2026
Full-time
How To Apply
* Your up to date CV
* A covering letter explaining why you feel you would be a good addition to Team Redwing.
Click Apply to start your application now. This job will be available on Prospects until 23 February 2026
Don't forget to mention Prospects to employers when you contact them.
Closing date: 27 February 2026
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