PA / Office Administrator

About us: We are the largest home grown residential care provider in Buckinghamshire & Berkshire for adults with learning disabilities and associated needs.

Location: Head Office, Chalfont St Peter

Salary: £30,000.00 to £31,000.00 pro rota

Hours: 40 hours per week (Mon to Fri 9am – 5pm)

Term: Permanent, Full-Time

Reports to: Operations Director

Purpose of Position: Dynamic and highly organised individual; you will report directly to the Directors. Will be charming and confident when dealing with all levels of individuals as well as proactively managing all aspects of the Directors schedule. A ‘can do’ attitude, and good cultural fit is critical. Focused on special projects that develop REACH’s culture and growth. To ensure that Head Office administration is operating smoothly, as well as being efficient and timely. To work closely with other Head Office colleagues to ensure the office runs smoothly.

Key Competencies:

• Ability to manage and prioritise internal and external demands on the Directors’ time.
• Excellent organisational skills with the ability to multi-task and prioritise.
• Outstanding interpersonal skills (face to face and on the telephone).
• Accuracy and attention to detail, particularly in the management of the Directors’ diary and emails.
• Able to be diplomatic and discrete at all times.
• Proficient at MS Office.

Duties and responsibilities:

PA: To proactively manage all aspects of the Directors’ schedule to ensure they are making the best use of their time, including and not limited to the following:

• Extensive diary management.
• Ensure the Directors are fully prepared for all meetings with all necessary documentation and information.
• Travel booking.
• Preparing board meetings, taking minutes and chasing actions.
• To represent the Directors to third parties internally and externally.
• Booking meetings.
• Dealing with client queries.
• Coordinating with head office team members and looking after visitors.
• To manage all the Directors’ administration including filing, photocopying, and expenses.
• Proactively research new business opportunities, including new properties.
• Provide a confidential secretarial service to the Directors, word processing and administrative skills as appropriate; typing various documents, including minutes from meetings.
• Co-ordinate, prepare agendas and papers for meetings in order that these are carried out in an efficient manner.
• Provide secretarial support and arrange/coordinate provider meetings for the Operations Director.
• Arrange appointments and monitor on global diary.
• Organising meetings and Business/Personal travel as required.
• Provide secretarial support for the Operations Manager and Care Services Manager and Personnel Manager.

Office Administrator:

• Ensuring visitors are greeted and welcomed warmly.
• Managing and booking meeting rooms.
• Assisting with setting up individual workstations.
• Ensuring all provisions are in place for meetings.
• Booking all couriers and transport if and when required.
• Ordering and ensuring ready availability of all stationery and report on quarterly expenditure.
• Ensuring all security procedures are adhered to.
• Organising company events i.e. – REACH Day, Residents Christmas Party, Staff Christmas Party etc.
• Working with the IT support team and monitor ongoing issues.
• Maintain records of all contracts and update as necessary.
• Maintain records of fleet car contracts.
• Manage day-to-day communications in order that priorities are dealt with, and office administrations run smoothly.
• Process filing and document retrieval as required, maintaining efficient systems, strict security and confidentiality on items being handled.