Senior Office Administrator

Job Description

Job Description

Job Title: Senior Office Administrator

Accountable to: Group Head of Business Administration

Supervised by: Group Head of Business Administration & Lambeth Operations Director

Responsible for: Business/Corporate Governance Administration

Date Reviewed: December 2024

Purpose

To lead on the administration systems across the three existing services: Kenbury House, Knights House, and Cheam House. To support in the set-up and ongoing business administration of new services as they are built in line with the business growth strategy.

In conjunction with the Operations Director, Group Head of Business Administration, Managing Director, and Service Managers, ensure that each business is operating to optimum efficiency, through implementation of robust reporting and audit systems that will be maintained on a rolling basis.

The senior administrator will work closely with Lambeth operations Director to ensure all the administrative activities for the services are fully covered.

Key Responsibilities

Ø To liaise with Service Managers in the production of Key Performance Indicators (KPI’s), to track daily, weekly, and monthly targets and to produce reports for dissemination.

Ø To coordinate business data to assist in the completion of monthly management accounts for each of the businesses and new businesses as and when they open and to engage meaningfully with Service Managers and the company Directors.

Ø To produce documentation and reports for submission and review at bi-monthly Integrated Governance Meetings.

Ø To have oversight of key business costs such as agency staffing, monthly payroll, training, supplies, insurances, and subscriptions on a monthly basis and to work with Service Managers to develop systems to control costs in line with budget.

Ø In conjunction with company Directors and Service Managers, support in the production of annual budgets and monitor progress at regular intervals.

Ø To have oversight and to collate the businesses’ daily and monthly revenue trackers and to develop new reporting tools to improve efficiencies.

Ø To attend, coordinate, and minute (note-take) weekly service risk review & resource meetings in each business.

Ø To collate, scrutinize, and disseminate daily, weekly, monthly, quarterly, and annual submissions made by each business as part of ongoing corporate governance.

Ø To manage and oversee key electronic systems, including QCS, Care Vision, LMS, and OneDrive, ensuring they are used effectively and meet organisational needs.

Ø In conjunction with Service Managers, maintain all company policies and procedures to ensure they are reviewed and kept up-to-date (via QCS).

Ø To attend, coordinate, and minute bi-monthly Service Manager Forums and to circulate lesson-learned newsletters and staff communications.

Ø To manage and lead a cross-site admin team members, providing support and ensuring effective performance.

Ø To facilitate company-wide recruitment processes, including posting job adverts, shortlisting, booking interviews, and overseeing pre- and post-employment checks such as DBS, references, ID, and right-to-work documentation.

Ø To facilitate monthly payroll processes, ensuring all timesheets are correctly submitted, reviewed, and entered, liaising with Service Managers as needed.

Ø To coordinate and oversee bi-annual staff surveys and Guardian Satisfaction Surveys via SurveyMonkey. Collate and analyse results, ensuring a feedback system is in place for improvement and dissemination to stakeholders.

Ø To complete routine and regular administrative audits across businesses at the direction of the company operations director.

Ø To oversee and coordinate the annual corporate calendar ensuring all key personnel are available for key meetings and appointments throughout the year. This will also involve keeping records of annual leave requests and absences.

Ø To support each business with the coordination of staff training, staff supervision, staff probation reviews, and staff appraisals to ensure compliance is maintained at 95% completion or higher. This will include oversight of regular staff meeting minutes, client forums, senior team meetings, etc.

Ø To support business landlord requests and to liaise with the landlord on behalf of businesses to champion timely expedition of maintenance requests as and when they arise.

Ø To support with new client assessment reports and ensure timely turnaround and submission for funding panels.

Ø To support with new client tenancy setup and to liaise with the landlord to ensure signed tenancies are passed over in a timely manner and that property risk assessment-identified actions are completed prior to tenant move-in.

Ø To attend, coordinate and minute Plan the week (PTW) meetings for multiple services. To receive, review and save the following in each service OneDrive, weekly managers Audit, monthly managers Audit at the end of each month.

Professional/Person Development

Ø To participate in supervision, appraisal, and performance development.

Ø To identify appropriate training needs in line with professional development.

Ø To ensure attendance at all training, and training is kept up to date and compliant at all times.

Ø To complete and work on agreed actions within the Personal Development Plan.

Dated:

Job Types: Full-time, Permanent Pay: £28,000.00 – £30,000.00 per year

Benefits:

· 1 work from home day a week.

Job Types: Full-time, Permanent

Pay: £28,000.00-£30,000.00 per year

Schedule:

• Monday to Friday

Work Location: In person