Accommodation Services Administrator

This remote position involves detailed administrative assistance within the Accommodation Services Team, supporting department managers to enhance the quality of service and overall effectiveness, contributing positively to service users' experiences.

Job Purpose

The role is pivotal in delivering administrative support, coordinating activities, gathering and managing data, and generating reports centered on performance and quality. Additionally, it provides administrative assistance to Regional Heads of Operations and participates in the organisational Quality Team.

Key Responsibilities

• Offer administrative support to Regional Heads of Operations as well as Wellbeing and Development managers.
• Organise and manage operational group meetings, including booking venues or arranging Teams calls, tracking action points, distributing agendas, minute-taking, and scheduling.
• Coordinate quality meetings with responsibilities similar to operational meetings.
• Support the Heads of Departments meetings by managing agendas and recording minutes.
• Prepare and collate information for senior managers and trustees for Committee meetings, engaging with various departments as necessary.
• Assist with the policy and procedure review processes.
• Serve as the primary administrator and contact for incident, accident, and complaints reporting software, including staff guidance and liaising with external providers.
• Utilise software tools to create presentations of information such as graphs, flow charts, and infographics.
• Support the operations duty system including on-call rota management and monitoring automatic number transfers.
• Act as the first contact for complaints or compliments received by phone regarding services.
• Provide occasional support for other departments in areas like data management system (CMS) and inbox management.
• Manage and present data for incident, accident, and complaints review meetings in multiple formats.
• Perform light filing and correspondence duties on computer drives.
• Remind operations managers of deadlines and compile data communications between departments such as Finance, Housing, HR, and Training.
• Organise meetings with logistics support including venue and catering arrangements and documenting minutes.
• Support Health and Safety meetings by attending and supplying data for trustee reports.
• Keep updated records of services including key contacts and details and distribute appropriately.
• Assist with management of the operational emergency on-call system.
• Provide ad hoc assistance with data collection and inbox management for client management systems.
• Collaborate actively with colleagues from departments like Communications, HR, Finance, and Learning & Development, acting as an internal operations point of contact.
• Maintain a safe, healthy, and secure work environment in own areas and activities.
• Promote and uphold the organisation’s philosophy and policies throughout work activities.
• Travel to various sites or venues in the UK as required.

Confidentiality

Strict confidentiality is required regarding information about service users and staff, sharing only with authorized personnel or as necessary in cases of risk.

Equal Opportunities

The organisation values the unique contributions of all employees and service users regardless of culture, race, gender, sexual orientation, reassignment, marital status, nationality, age, religion, disability, or mental health history. Appointment and promotion are based on merit without discrimination, ensuring equal access to development opportunities.

Required Skills, Knowledge & Expertise

• Effective communication skills with colleagues at all levels, external contacts, and service users.
• Efficient and solution-focused in addressing customer needs.
• Competent in preparing standard letters, forms, and records with high IT proficiency and accuracy.
• Capable of maintaining precise, comprehensive records while adhering to relevant legislation and policies.
• Ability to suggest process improvements related to quality and performance.
• Experience supporting busy departments with multiple priorities and handling large volumes of information.
• Adaptable and responsive to changing information or unexpected challenges.
• Confident decision-making within designated responsibilities.
• Interpersonal skills enabling constructive and open interaction with others.
• Diplomatic approach to resolving complaints and issues.
• Competency in breaking down complex tasks into manageable units to meet deadlines.
• Quick learner of IT and administrative systems through hands-on experience.
• Highly organized with the ability to track diverse information efficiently.
• Capability to develop new systems for recording and tracking data.
• Advanced proficiency in Excel or experience with quality management system administration.

Desirable Skills

• Familiarity or experience in contributing to policy and procedure reviews.