What Jobs are available for Office Administrators in Long Eaton?

• 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 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 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.

• Manage and maintain complex executive calendars, scheduling meetings, appointments, and calls, proactively resolving conflicts.
• Coordinate all aspects of domestic and international travel arrangements, including flights, accommodation, visas, and itineraries.
• Prepare, proofread, and edit correspondence, reports, presentations, and other documents with a high degree of accuracy.
• Screen and prioritise incoming communications, responding to inquiries and directing them to the appropriate individuals.
• Organise and manage internal and external meetings, including preparing agendas, taking minutes, and tracking action items.
• Maintain organised filing systems, both physical and electronic, ensuring easy retrieval of information.
• Act as a liaison between the executive team and other departments, clients, and external partners.
• Handle confidential information with the utmost discretion and professionalism.
• Assist with special projects and event planning as required.
• Provide general administrative support to the executive leadership team, anticipating needs and offering solutions.

• Proven experience as an Executive Assistant or in a similar senior administrative role supporting C-level executives.
• Exceptional organisational and time-management skills, with the ability to multitask and prioritise effectively.
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools.
• Excellent written and verbal communication skills, with meticulous attention to detail and grammar.
• Ability to exercise sound judgment, discretion, and confidentiality.
• Proactive and resourceful, with a solutions-oriented approach to problem-solving.
• Experience in coordinating complex travel arrangements and international logistics.
• Professional and personable demeanour, capable of building rapport with a wide range of individuals.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• A willingness to take on new responsibilities and contribute to team success.

• Manage and coordinate complex schedules, appointments, and travel arrangements.
• Prepare, edit, and proofread correspondence, reports, presentations, and other documents.
• Handle incoming and outgoing communications, including emails and phone calls, with professionalism.
• Maintain and organise filing systems, both physical and digital, ensuring easy retrieval of information.
• Assist in the coordination of meetings, including logistics, minute-taking, and follow-up actions.
• Manage office supplies inventory and coordinate with vendors for procurement.
• Support project administration, including tracking deadlines and preparing necessary documentation.
• Act as a point of contact for internal staff and external visitors.
• Handle confidential information with discretion and integrity.
• Assist with onboarding new team members by providing administrative support.

• Proven experience as an Administrative Assistant, ideally in a senior capacity.
• Excellent proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organisational and time-management skills, with the ability to prioritise tasks effectively.
• Exceptional written and verbal communication skills.
• Experience with calendar management and travel booking.
• Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Ability to work independently and as part of a team.
• High level of accuracy and attention to detail.
• Discretion in handling sensitive information.
• Previous experience in a hybrid work environment is advantageous.