What Jobs are available for Administrative Assistant in Leicester Forest West?

• Managing incoming and outgoing mail and deliveries.
• Answering telephone calls, screening, and directing them to the appropriate personnel.
• Greeting visitors and managing the reception area.
• Scheduling appointments, meetings, and managing calendars.
• Maintaining office supplies and organising stock.
• Filing and organising documents, both digital and physical.
• Assisting with the preparation of correspondence, reports, and presentations.
• Providing general administrative support to various departments as needed.
• Coordinating travel arrangements for staff.
• Ensuring the office environment is tidy and well-maintained.

Location; Nottingham (On-site only)

Reporting to : Task Force Lead

Employment Type: Full Time/Permanent

Working Hours : Monday – Friday (37.5hours/per week)

Salary : £23,000 - £24,000 (Depending on Experience )

Annual Leave : 20 days (excluding Bank Holidays)

Job Description

Delphi Care Solutions Ltd is a specialist consultancy providing strategic, compliance, and operational support to the care and education sectors. We work closely with providers and regulators to ensure services meet and exceed required standards.

We are seeking a proactive and highly organised Administrative Assistant to support the smooth running of our care consultancy operations.  This role is vital in ensuring that our internal systems are up to date, communication with all stakeholders is timely and efficient and that administrative processes support the delivery of high-quality services to clients.

The ideal candidate will be confident using Microsoft Teams and other MS Office applications, able to manage multiple tasks at once and be a clear communicator – both verbal and written. You will work closely with our leadership and operations team to keep administrative systems running smoothly.

Key Responsibilities

·    Maintain and organise digital files and data stored in Microsoft Teams

·    Update and maintain work related documentation including a Taskforce Allocation Calendar.

·    Support with providing data for invoicing and advance payment notifications

·    Contact and follow up with contractors regarding potential work opportunities

·    Track key milestones for project/taskforce allocations e.g. dates of site visits, report deadlines

·    Manage weekly timesheet process including sending reminders, tracking and reporting

·    Track contractor invoice deadlines, send reminders and follow up as needed

·    Provide general administrative support as needed

Requirements

Person Specification

Essential Skills & Experience

• Proficient in Microsoft Teams, Outlook, Word and Excel
• Excellent organisation and time management skills
• Strong attention to detail and accuracy
• Proactive, flexible, self-motivated with the ability to work independently
• Clear and professional written and verbal communication
• Ability to track and manage multiple concurrent tasks effectively
• Minimum 2 years work experience in a similar administrative support role

Desirable

• Experience working in a care or consultancy environment

Additional Information

This is a dynamic role suited to someone who thrives in a fast-paced, people-centred organisation. You will be a key part of a small but growing, dedicated and passionate team, contributing to the high standards and impact of our care consultancy services .

Benefits

• Employers Pension 5% (After 3 months of joining)

• Manage complex and dynamic calendars for multiple executives, including scheduling meetings, appointments, and travel arrangements.
• Act as a primary point of contact for internal and external stakeholders, screening calls and emails, and responding to inquiries.
• Prepare, edit, and proofread correspondence, reports, presentations, and other documents.
• Organize and coordinate internal and external meetings, ensuring all logistical requirements are met, including booking rooms, catering, and AV equipment.
• Take accurate minutes at meetings and track action items to ensure follow-through.
• Handle travel arrangements, including booking flights, accommodations, and ground transportation, and preparing detailed itineraries.
• Manage and maintain electronic and physical filing systems, ensuring efficient retrieval of information.
• Process expense reports and manage departmental budgets.
• Conduct research on various topics as requested by executives.
• Assist with special projects and initiatives as needed.
• Maintain strict confidentiality regarding sensitive company information.
• Provide general administrative support, including mail handling, photocopying, and managing office supplies.

• Proven experience as an Executive Assistant, Personal Assistant, or in a similar administrative role, preferably supporting senior-level management.
• Excellent organizational and time-management skills with a high degree of accuracy and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools.
• Strong written and verbal communication skills.
• Ability to multitask, prioritize effectively, and work under pressure in a fast-paced environment.
• Discretion and a high level of professionalism in handling confidential matters.
• Proactive approach to problem-solving and a keen eye for identifying potential issues.
• Experience with event coordination and travel management is a plus.
• Familiarity with office management procedures and basic accounting principles.

• Manage and maintain executive calendars, scheduling appointments, and coordinating meetings across multiple time zones.
• Arrange domestic and international travel, including flights, accommodation, and visa applications, ensuring all logistics are seamless.
• Prepare, proofread, and edit correspondence, reports, presentations, and other documents to a high standard.
• Filter and prioritise incoming communications, responding to routine inquiries and escalating complex issues as appropriate.
• Maintain and organise electronic and physical filing systems, ensuring confidentiality and accessibility of information.
• Handle expense reporting and invoice processing for the executive team.
• Assist with project management tasks, tracking progress and deadlines.
• Serve as a liaison between executives and employees, clients, and other external parties.
• Undertake special projects and ad-hoc duties as assigned by management.
• Maintain a high level of professionalism and discretion at all times.

• Proven experience as an Executive Assistant or in a similar senior administrative role.
• Exceptional organisational and time management skills with the ability to multitask and prioritise effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to build rapport with a wide range of individuals.
• High level of discretion and confidentiality.
• Ability to work independently and as part of a team, demonstrating initiative and problem-solving capabilities.
• Attention to detail and a commitment to accuracy.
• Experience in event planning or project coordination is a plus.

• Manage and coordinate executive calendars, including scheduling appointments, meetings, and travel arrangements.
• Prepare, format, and proofread documents, reports, and presentations.
• Handle incoming and outgoing correspondence, including emails and phone calls.
• Organize and maintain digital filing systems and databases.
• Assist with the preparation of meeting agendas and minutes.
• Conduct research and compile information as needed.
• Manage online expense reporting and invoice processing.
• Provide general administrative support to various departments.
• Utilize virtual collaboration tools to maintain communication and workflow.
• Ensure timely completion of assigned administrative tasks.

• Proven experience as an Administrative Assistant or in a similar administrative role.
• Excellent organizational and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Strong written and verbal communication abilities.
• Experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Ability to work independently and as part of a remote team.
• High attention to detail and accuracy.
• Discretion in handling confidential information.
• Familiarity with project management software is a plus.
• A dedicated home office setup with reliable internet connectivity.

• Manage and coordinate complex meeting schedules, including booking rooms and preparing agendas.
• Handle incoming and outgoing correspondence, including emails, post, and phone calls, responding professionally and directing queries appropriately.
• Prepare and edit documents, reports, presentations, and spreadsheets with a high degree of accuracy.
• Maintain and organise electronic and physical filing systems, ensuring easy retrieval of information.
• Process invoices, expense claims, and other financial documentation in a timely manner.
• Coordinate travel arrangements for staff, including flights, accommodation, and transport.
• Act as a point of contact for internal and external stakeholders, providing a high level of customer service.
• Assist with the onboarding of new employees, including preparing documentation and necessary resources.
• Manage office supplies inventory and place orders as needed.
• Support team members with ad-hoc administrative tasks as required.
• Contribute to the improvement of administrative processes and procedures.

• Proven experience as an Administrative Assistant or in a similar role, with demonstrable experience at a senior level.
• Excellent organisational and time management skills, with the ability to prioritise tasks effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Experience with database management and CRM systems is a plus.
• Discretion and confidentiality in handling sensitive information.
• Familiarity with basic accounting principles for processing invoices and expenses.
• A proactive approach to problem-solving and task completion.

• Manage complex calendars, schedule meetings, and coordinate appointments for executives, ensuring optimal time management.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Arrange travel itineraries, book accommodations, and manage expense reports.
• Act as a primary point of contact, screening calls and emails, and directing inquiries appropriately.
• Organize and maintain filing systems, both physical and digital, ensuring easy retrieval of information.
• Prepare agendas for meetings, take minutes, and track action items.
• Conduct research and compile data for reports and special projects as needed.
• Liaise with internal departments and external stakeholders to ensure smooth operations.
• Manage office supplies and coordinate with vendors.
• Handle confidential information with the utmost discretion.
• Assist with event planning and coordination for team meetings or company functions.
• Provide general administrative support to the wider team as required.

• Proven experience as an Executive Administrative Assistant, Personal Assistant, or similar role.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools.
• Excellent organizational and time management skills with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills.
• High level of discretion and confidentiality.
• Ability to multitask and work efficiently under pressure.
• Proactive attitude and problem-solving skills.
• Experience in managing complex travel arrangements and expense reporting.
• Familiarity with CRM systems is a plus.
• A professional demeanor and strong interpersonal skills.

• Managing executive diaries, scheduling appointments, and resolving conflicts.
• Organising and preparing agendas for meetings, taking minutes, and tracking action items.
• Coordinating domestic and international travel arrangements, including flights, accommodation, and visas.
• Handling incoming and outgoing correspondence, including emails, mail, and phone calls, ensuring prompt and professional responses.
• Maintaining and organising physical and digital filing systems for easy retrieval of information.
• Preparing and editing documents, reports, and presentations using Microsoft Office Suite.
• Assisting with budget tracking and expense report processing.
• Liaising with clients, suppliers, and other stakeholders, providing a high level of service.
• Providing general administrative support, such as photocopying, scanning, and data entry.
• Assisting with onboarding new team members and maintaining employee records.
• Proactively identifying areas for improvement in administrative processes and implementing solutions.
• Supporting ad-hoc projects as required by senior management.