Date Agreed by Line Manager: / 03-02-16
Date Agreed by HR: / 03-02-16
Updated by HR: / 03-02-16
Job Title:Operations Administrator - England
Reporting to:Director of Operations (for allocated Division)/Director of Services
Department:Operations
PURPOSE OF THE JOB
To provide a comprehensive, confidential administrative service to the Director of Operations (DOO) in allocated geographic division.
To deputise for the Personal Assistant – Director of Services
To provide administrative support for projects to the Director of Services as required.
KEY RESPONSIBILITIES
- Liaise with other national and Head Office operational staff, including the Directors of Operations (England) and Heads of Operations (HOOs) in the allocated and other geographic divisions.
- Deputise for the Personal Assistant – Director of Services on a daily basis, also providing full cover for periods of annual leave.
- Responsible for the production and management of the out of hours advice rota for the Operations directorate across the UK
- To establish and maintain efficient office procedures and systems for the administration of operational delivery within the allocated Division.
- To be responsible for the handling of incoming and outgoing correspondence, referring queries to other staff, or internal departments, as necessary and where appropriate to draft replies, or reply on behalf of the DOO & HOO within the allocated division, as well as the Director of Services as required
- To provide typing, note-taking and general administrative support to the DOO and other senior operational roles & teams in England as required.
- To maintain an efficient, confidential filing system and ensure that records are kept up to date.
- To ensure the discreet and diplomatic handling of telephone calls, handle enquiries and correspondence as appropriate, dealing with routine correspondence where possible and ensuring responses for all correspondence are provided within set timescales.
- To maintain a daily long-term diary for the respective DOO.
- To collate and maintain, in liaison with the Heads of Operations, the monthly monitoring visits rotas for the groups.
- To organise and support meetings for the respective DOO, both internal and external, booking meeting rooms and arranging refreshments as appropriate.
- To ensure meeting agendas and appropriate papers are compiled and distributed in good time ahead of meetings.
- To attend and minute meetings as required, circulating finalised minutes as appropriate.
- To make travel, accommodation and other arrangements as necessary for visits, meetings etc.
- To complete and submit required returns and reports.
- To undertake any other reasonable duties as requested.
PERSON SPECIFICATION
Essential Qualifications
- To have a good level of general education
Essential Requirements
- To be willing to travel and stay away overnight
- To have experience of providing administrative support to senior managerial roles and a wider team
- To have a genuine commitment to the values and ethos of Leonard Cheshire Disability
KeyCompetencies/skills
- To be able to work on own initiative with minimal supervision
- To be competent with Microsoft Office, particularly Word and Excel
- To have good numeracy and literacy skills
- To have good communication skills, both written and oral
- To be well organised, able to prioritise and meet deadlines
- To have good attention to detail
- To be able to maintain confidentiality at all times
KEY PERFORMANCE INDICATORS
- All duties and responsibilities within this job description to be carried out in accordance with current Key Performance Indicators (KPIs)
Operations Administrator England Page 1 of 3
Version 4 (final)03-02-2015