113 Administrative Staff jobs in Hucknall

• 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 and maintain complex executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and prepare agendas, materials, and minutes for executive meetings.
• Handle all incoming and outgoing correspondence, including emails, mail, and phone calls, prioritizing and responding as appropriate.
• Prepare, proofread, and edit a variety of documents, reports, presentations, and spreadsheets.
• Organize and manage travel logistics, including flights, accommodation, and ground transportation, ensuring cost-effectiveness and efficiency.
• Conduct research and compile information as requested by executives.
• Manage expense reporting and reconciliation for executives.
• Maintain confidential files and records with a high degree of accuracy and discretion.
• Serve as a liaison between executives and internal/external stakeholders.
• Anticipate the needs of the executives and proactively address them.
• Support with special projects and ad-hoc administrative tasks as required.
• Ensure the executive office runs efficiently and professionally.

• Manage and maintain complex executive calendars, scheduling meetings, appointments, and travel.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Screen and prioritize incoming communications, including emails and phone calls.
• Organize and manage meeting logistics, including room bookings, catering, and minute-taking.
• Conduct research and compile information for various projects and assignments.
• Handle confidential and sensitive information with discretion.
• Liaise with internal and external stakeholders on behalf of the executives.
• Assist with expense reporting and budget tracking.
• Provide general administrative support, such as filing, photocopying, and data entry.
• Anticipate the needs of the executives and proactively address potential issues.
• Maintain an organized and efficient office environment, both remotely and in the office.

• Proven experience as an Executive Assistant or in a similar administrative support role, ideally supporting senior management.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools.
• High level of discretion and ability to handle confidential information.
• Proactive, resourceful, and able to work independently with minimal supervision.
• Ability to multitask and prioritize effectively in a dynamic environment.
• Professional demeanor and strong interpersonal skills.
• Experience with travel booking and expense management systems is a plus.
• Comfortable working in a hybrid model, able to commute to Nottingham, Nottinghamshire, UK as required.

• Managing and coordinating complex executive schedules and calendars.
• Arranging domestic and international travel, including flights, accommodation, and visas.
• Preparing and editing correspondence, communications, presentations, and other documents.
• Processing expense reports and managing petty cash.
• Organising and overseeing company events and meetings.
• Acting as a primary point of contact for internal and external stakeholders.
• Maintaining and organising filing systems, both physical and digital.
• Conducting research and compiling data as required.
• Providing general administrative support to the executive team.

• Manage and maintain complex executive calendars, scheduling appointments and meetings with internal and external stakeholders.
• Arrange and coordinate domestic and international travel, including flights, accommodation, and ground transportation.
• Prepare and edit correspondence, presentations, and reports, ensuring accuracy and professionalism.
• Organize and manage executive meeting logistics, including room bookings, catering, and minute-taking.
• Screen and prioritize incoming communications, including emails and phone calls.
• Serve as a liaison between executives and employees, clients, and external partners.
• Handle confidential information with the utmost discretion and integrity.
• Conduct research and prepare background materials for meetings and projects.
• Manage expense reporting and processing for executives.
• Anticipate the needs of the executives and proactively address them.

• Proven experience as an Executive Administrative Assistant or in a similar high-level support role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
• Excellent organizational and time management skills with the ability to multitask.
• Strong written and verbal communication skills.
• High level of discretion and confidentiality.
• Ability to anticipate needs and take initiative.
• Experience in coordinating travel and managing complex itineraries.
• Professional demeanor and strong interpersonal skills.
• Attention to detail and accuracy in all tasks.
• Ability to work independently and as part of a team in a professional setting.

• Manage complex and dynamic calendars for multiple senior executives, scheduling meetings, appointments, and travel.
• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, and itineraries.
• Prepare and edit correspondence, reports, presentations, and other documents with a high degree of accuracy.
• Screen and prioritise incoming communications, including emails and phone calls, responding or redirecting as appropriate.
• Organise and manage executive meetings, including preparing agendas, taking minutes, and distributing action items.
• Handle confidential information with the utmost discretion and professionalism.
• Conduct research and compile data for reports and presentations as requested.
• Manage expense reporting and reconciliation for supported executives.
• Act as a liaison between executives and internal/external stakeholders, fostering positive relationships.
• Anticipate the needs of executives and proactively address potential issues.
• Maintain organised filing systems, both physical and digital.
• Support with ad-hoc projects and initiatives as required.
• Assist in the planning and execution of events and team offsites.
• Ensure all administrative tasks are completed efficiently and to a high standard.

• Proven experience as an Executive Assistant, Senior Administrative Assistant, or similar role supporting C-level executives.
• Exceptional organisational and time-management skills, with the ability to multitask and prioritise effectively in a fast-paced environment.
• Excellent written and verbal communication skills, with a keen eye for detail and accuracy.
• High level of proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools.
• Demonstrated ability to handle confidential information with discretion.
• Proactive and resourceful mindset, with the ability to work independently and take initiative.
• Strong interpersonal skills and the ability to build rapport with diverse individuals at all levels.
• Experience with international travel coordination and expense management is highly desirable.
• A professional and calm demeanour, even under pressure.
• Flexibility and adaptability to changing priorities.