PA/Administrator

Job overview

We are looking for an experienced and organised PA/Administrator to join the Open Doors team on a fixed-term basis to provide maternity cover. The post holder will provide comprehensive administrative support to the Service Manager and wider team, including managing service activity data, finance and procurement processes, coordinating meetings, maintaining records and supporting the day-to-day running of the service.

The successful candidate will have excellent organisational and communication skills and be able to work independently and demonstrate a sensitive, confidential and non-judgemental approach when working with colleagues and service users.

Please note that this post is not eligible for visa sponsorship.

We reserve the right to close this vacancy earlier than the advertised closing date if sufficient applications are received.

Main duties of the job

The postholder will be responsible for:

• Providing comprehensive administrative and PA support to the Open Doors Service Manager and wider team.
• Managing service activity data, maintaining accurate records and producing reports.
• Overseeing procurement, petty cash, stock control, ordering and invoice processing.
• Coordinating meetings, preparing agendas, taking minutes and managing correspondence.
• Maintaining confidential client records in line with Information Governance requirements.
• Coordinating staff training, travel arrangements and maintaining the mandatory training matrix.
• Liaising with internal departments, external agencies and suppliers to support the smooth running of the service.
• Coordinating the Open Doors pool vehicle, including bookings, maintenance and mileage records.
• Supporting the weekly Open Doors drop-in service when required, ensuring a safe, welcoming and non-judgemental environment for service users.
• Contributing to service development and ensuring compliance with Trust policies and procedures.

Detailed job description and main responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. For both documents please view the attachment/s on this page

The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.