What Jobs are available for Administrative Positions in Alton?

• Manage and maintain executive and board member calendars, scheduling meetings and appointments with precision.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Prepare agendas, take minutes, and track action items for board and executive meetings.
• Draft, proofread, and edit correspondence, reports, and presentations.
• Act as the primary point of contact for internal and external stakeholders, screening calls and managing inquiries.
• Organize and manage electronic and physical filing systems, ensuring confidentiality.
• Assist with budget tracking and expense report preparation.
• Provide general administrative support, including managing office supplies and equipment.
• Support the planning and execution of company events and conferences.
• Undertake special projects as assigned by the executive team.

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role, preferably supporting senior management.
• Excellent organizational and time-management skills, with a high degree of accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
• Strong written and verbal communication skills.
• Discretion and ability to handle confidential information.
• Ability to multitask, prioritize, and work independently under pressure.
• Experience with board meeting logistics and governance is a plus.
• Professional demeanor and excellent interpersonal skills.

• Manage and maintain complex executive calendars, scheduling appointments and meetings.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Prepare agendas, compile supporting documents, and take minutes for meetings.
• Screen and prioritize incoming communications, including emails and phone calls.
• Draft, proofread, and format correspondence, reports, and presentations.
• Manage expense reports and process invoices in a timely manner.
• Act as a liaison between executives and internal/external stakeholders.
• Maintain confidential files and records with utmost discretion.
• Provide general administrative support, including photocopying, filing, and data entry.
• Assist with ad-hoc projects and tasks as assigned by executives.

• Proven experience as a Senior Administrative Assistant or Executive Assistant.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, discretion, and confidentiality.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Strong problem-solving skills and a proactive attitude.
• Experience in gatekeeping and managing complex schedules.
• Ability to work independently and as part of a team.

• Manage executive calendars, scheduling meetings, and coordinating appointments.
• Arrange complex domestic and international travel.
• Prepare agendas, minutes, and presentations for meetings.
• Handle correspondence and manage incoming/outgoing communications.
• Maintain organised filing systems, both digital and physical.
• Conduct research and prepare reports as required.
• Act as a liaison between executives and internal/external stakeholders.
• Manage office supplies and maintain an efficient administrative workflow.

• Proven experience as a Senior Administrative Officer, Executive Assistant, or similar role.
• Exceptional organisational and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Experience with virtual meeting and collaboration tools (e.g., Zoom, Teams, Slack).
• Excellent written and verbal communication skills.
• High level of discretion and confidentiality.
• Ability to work independently and proactively in a remote environment.

• Oversee the day-to-day operations of administrative functions, including but not limited to scheduling, record-keeping, correspondence, and data management.
• Develop, implement, and refine administrative policies and procedures to enhance efficiency and effectiveness.
• Manage and lead a remote team of administrative staff, providing guidance, training, and performance feedback.
• Ensure accurate and timely preparation of reports, presentations, and other documentation.
• Coordinate with different departments to facilitate seamless communication and workflow integration.
• Manage vendor relationships and procurement processes for administrative supplies and services.
• Implement and maintain robust filing systems, both physical and digital, ensuring easy access and security of information.
• Oversee budget management for administrative departments, identifying cost-saving opportunities.
• Act as a point of contact for internal and external queries requiring administrative resolution.
• Utilize various software and tools to automate processes and improve operational efficiency.
• Ensure compliance with company policies, data protection regulations, and other relevant legislation.
• Contribute to strategic planning initiatives related to operational efficiency and administrative support.

• Proven experience in a senior administrative or management role, preferably with experience managing remote teams.
• Exceptional organizational, time management, and multitasking abilities.
• Strong understanding of office management principles and best practices.
• Proficiency in a wide range of office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools.
• Excellent communication, interpersonal, and leadership skills.
• Ability to problem-solve and make sound decisions independently.
• Experience with budget management and financial administration.
• High level of accuracy and attention to detail.
• Familiarity with HR administration and support functions is a plus.
• Bachelor's degree in Business Administration, Management, or a related field, or equivalent work experience.

• Manage and maintain complex calendars and schedules for senior executives.
• Coordinate and arrange meetings, including preparing agendas, taking minutes, and distributing action points.
• Prepare high-quality reports, presentations, and correspondence.
• Handle confidential information with the utmost discretion.
• Manage domestic and international travel arrangements and itineraries.
• Process expense claims and manage office budgets as required.
• Serve as a key point of contact for internal and external communications.
• Maintain and update contact databases and filing systems.
• Provide administrative support for special projects and initiatives.
• Anticipate the needs of senior management and proactively address them.

• Proven experience as a Senior Administrative Officer, Executive Assistant, or similar role, supporting senior management.
• Exceptional organisational and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• High level of discretion and professionalism.
• Ability to multitask and prioritise effectively in a fast-paced environment.
• Strong problem-solving skills and a proactive approach.
• Experience with CRM or ERP systems is an advantage.
• A minimum of HND or equivalent in Business Administration or a related field is desirable.

• Provide high-level administrative support to project managers and project teams, including scheduling meetings, managing calendars, and coordinating logistics.
• Prepare and distribute project documentation, such as agendas, meeting minutes, status reports, and project plans.
• Maintain project management systems and databases, ensuring accurate and up-to-date information on project progress, risks, and issues.
• Assist with budget tracking and expense management for assigned projects.
• Communicate effectively with internal team members, clients, and external stakeholders to ensure alignment and timely information flow.
• Coordinate travel arrangements and accommodation for project teams as required.
• Organize and manage project-related documentation, ensuring easy accessibility and proper filing.
• Support the onboarding of new project team members.
• Identify and escalate potential project risks and issues to project managers in a timely manner.
• Contribute to the development and implementation of administrative processes and best practices for project support.

• Proven experience as an Administrative Officer, Project Administrator, or similar role, with a strong focus on project support.
• Excellent organizational and time management skills, with the ability to manage multiple tasks and priorities effectively.
• Proficiency in using project management software (e.g., Asana, Trello, Microsoft Project) and standard office productivity suites (e.g., Microsoft Office 365, Google Workspace).
• Strong written and verbal communication skills, with the ability to communicate professionally with stakeholders at all levels.
• Detail-oriented with a high degree of accuracy in documentation and data management.
• Ability to work independently and proactively in a remote environment, demonstrating initiative and problem-solving skills.
• Familiarity with common project management methodologies is a plus.
• A minimum of 3-5 years of relevant administrative experience.
• Discretion and confidentiality in handling sensitive information.

Package Description:

At Avery Healthcare, we are all about supporting the people who care for our residents. We know how hard our teams work, and we're here to celebrate and support you every step of the way.

When you join us, you'll be making a positive impact on residents' lives every day – your compassion and dedication truly make a difference. We're committed to helping you grow in a caring, supportive environment, with opportunities to learn and develop throughout your career. And as part of our close-knit team, you'll experience a culture that values respect, compassion, and a shared commitment to exceptional care.

We're now looking for a warm, enthusiastic, and dedicated individual to join our award-winning team as an Administrative Assistant. If this sounds like the place for you, we'd love to hear from you

ABOUT THE ROLE

Your focus as an Administrative Assistant will be to support the General Manager and Administrator in administrative tasks to ensure the smooth and efficient management of the Home and meet Head Office deadlines on financial procedures and all information returns.

Other responsibilities will include:

• Being responsible for the submission of data to enable invoicing to be carried out by Group Support Centre.
• Assisting in the preparation, collation, and dispatch of management information to Central Support Office as requested by the General Manager.
• Placing purchase orders with approved suppliers, complying with procedures, to maintain appropriate stock levels and controls and ensure expenditure is contained within agreed budget limits.
• Managing resident's personal allowance where requested and assist individual residents with financial arrangements.

ABOUT YOU

To be successful in your application, you will live our values of caring, supportive, honest, respectful, and accountable in all that you do.

Our ideal candidate must have:

• Two years clerical experience.
• Ability to communicate effectively both verbally and in writing.
• To be able to prioritise own workload.
• Effective interpersonal skills and professional telephone manner.

ABOUT AVERY

At Avery, we're not just one of the UK's largest providers of luxury elderly care homes – we're a place where people love to work. We believe that the later years of life should be as enriching as any other, and we're passionate about creating meaningful experiences for our residents and our team alike. With our vision of "creating meaningful lives together," we proudly offer exceptional care across our growing network of over 100 homes, building a supportive and inspiring environment where employees feel valued and empowered every day. Join us and see why Avery is the preferred choice for residents and team members alike.

Please note this role will require:

• A DBS Disclosure check, the cost of which will be met by Avery Healthcare.
• Proof of eligibility to work in the UK.

This advert may be withdrawn prior to the advertised deadline depending on the volume of applications received and business needs.

• Manage incoming and outgoing mail, emails, and phone calls, directing queries to the appropriate personnel.
• Schedule and coordinate meetings, appointments, and travel arrangements for team members.
• Prepare and format documents, reports, presentations, and correspondence.
• Maintain and organise filing systems, both physical and digital, ensuring easy retrieval of information.
• Assist with data entry and management of databases and CRM systems.
• Provide general administrative support to various departments as needed.
• Order and manage office supplies, ensuring adequate stock levels.
• Greet visitors and clients, providing a professional and welcoming first impression.
• Assist with the organisation of office events and team activities.
• Ensure the office environment is tidy and well-maintained.
• Handle confidential information with discretion and professionalism.
• Support with ad-hoc projects and tasks as assigned by management.
• Maintain accurate records of expenses and invoices.
• Assist in onboarding new employees with administrative tasks.
• Collaborate effectively with colleagues across different teams.

• Proven experience in an administrative support or office management role.
• Excellent organisational and time management skills, with the ability to prioritise tasks effectively.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Exceptional written and verbal communication skills.
• High level of attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Discretion and the ability to handle sensitive information.
• Experience with CRM or database management systems is a plus.
• A positive attitude and a strong customer service orientation.
• Familiarity with office equipment (printers, scanners, photocopiers).
• Ability to adapt to changing priorities and work efficiently in a dynamic environment.