Canal & River Trust

  • Senior Administration Officer

    Job Locations UK-Birmingham
    Job ID
    2019-6033
    Closing Date
    23/2/2020
    Position Type
    Permanent FT
    Function
    Operations
    Advertised Salary
    Circa £22,000
  • Job Purpose

    We are currently recruiting for a Senior Administration Officer to be based at our Aqua House, central Birmingham office.

     

    The Senior Administration Officer will deliver an efficient administrative support service, primarily to our West Midland Regional Director and also to other Senior Managers within the Region. This is an exciting, vibrant and busy Region and as we work to deliver our 2020 Regional plan, and with Coventry City of Culture 2021 & Birmingham Commonwealth Games 2022 within sight, the Regional Director and his team requirea highly organised and experienced Administrator to ensure their time is maximised.

    Knowledge, Skills/Qualifications & Experience

    About the role:

    In this role you will work very closely with our Regional Director to ensure that their diary and schedule on a day to day, and longer term basis, is optimised.  You will bring with you your significant experience in diary management, organising and planning meetings and events, taking minutes & notes, and managing & communicating with external stakeholders.  

     

    Key Accountabilities:

    • Diary/Appointment Management
      • Maintain and control appointments diary, arrange internal and external meetings including facilities and itineraries, distribution of material and travel arrangements.
      • Co-ordinate diaries to ensure efficient timing of meetings.
      • Ensure that meetings are planned well in advance with sufficient time for preparation. Appropriate communication and tracking of action points and deadlines following meetings and events.
    • Correspondence
      •  Produce confidential and non-confidential typed correspondence, reports and other documents to high standards of spelling, grammar and punctuation, including drafting letters on behalf of Director and Senior Regional Management in line with corporate standard formats.
      • Sort, allocate and where appropriate, respond to incoming correspondence to enable it to be dealt with efficiently and by the correct person.  Ensure that correspondence is responded to in a timely manner and manage email in box to ensure deadlines are met bringing matters to the attention of the relevant Director as appropriate
    • Meetings
      • Maintain a programme of regular Directors’ and Senior Management’s meetings expediting documents and reports undertaken ensuring that deadlines are met.
      • Take minutes/notes of meetings as appropriate and ensure efficient circulation.
      • Attend meetings with the Director as required and undertake additional activities to support the wider senior management team.
    • Point of contact
      • for customers, suppliers and employees including receiving visitors and customers.
      • Screen calls, deal with issues, take messages and impart information as appropriate.
    • Record Management
      • Using business systems, maintain confidential and non-confidential records including inputting information, abstracting and presenting data in an appropriate format.
      • Responsible for data input into systems such as expenses and annual leave for Director and Senior Management
    • Any other general administrative duties as required by Director and Senior Regional Management

     

    About you:

    You will thrive when you are organising and planning for individuals and events.  We want to hear from you if you have a customer service mindset.  You love to deal with people over the phone or face to face, and care about ensuring their contact with us is a positive experience - you understand that you represent the Region and the Trust in all external contact you hold.  You will also thrive in a busy environment where things can change, and have a developed skill for identifying the day to day priorities and managing them effectively.  You pay attention to detail and get the priorities done.  You may have fulfilled roles such as Senior Administrator, Secretary, Personal Assistant (PA) or Executive Assistant previously and can bring those developed skills to this role.

     

    Knowledge, experience & skills:

    • NVQ Business Administration Level 3 or equivalent experience 
    • Significant experience in a Supportive administrative role for Senior Manager(s) in a busy large office environment is essential
    • Confident interacting with senior colleagues and stakeholders
    • Comfortable delegating work and attendance at events / meetings to other Trust colleagues
    • Flexible and able to travel and sometimes work hours outside of the traditional working day
    • Customer service mindset - you care about each interaction and always look for solutions 
    • Self-motivated and able to work autonomously and use initiative
    • Excellent communications skills both written and verbal
    • Exceptional organisation and planning skills
    • IT literate and proficient in Word, Excel and PowerPoint to a high standard.
    • SAP knowledge and experience would be an advantage, however training will be provided.

    We are looking for someone who is interested in the varied work of the Canal & River Trust and is keen to learn and get involved.  If the role above excites you and if you can offer us the experience and positive customer focus we are looking for, then we would love to receive your application.

     

    If you have any questions about the role please send them to CRT.Recruitment@canalrivertrust.org.uk and we will contact you.

     

    Closing date for applications 24 February 2020. 

    Previous Applicants need not apply.

     

    We are the charity who look after and bring to life 2,000 miles of waterways across England and Wales, because we believe that life is better by water. Every role across the Trust plays it's part in transforming our canals and rivers into spaces where local people want to spend time and feel better, bringing wellbeing benefits to millions.

    What We Offer

    In addition to your salary you will also have access to a generous contributory DC Pension Plan and excellent annual holiday entitlement. More information on our benefits can be found here

     

    Our central Birmingham office is a modern and busy office environment, just a couple of minutes walk from Snow Hill Station & approx 12 min walk across town from New Street Station.  

     

    We aim to represent the diverse communities we are part of and welcome applicants from across all sectors of the community. We strongly believe that a diverse workforce brings with it a diversity of ideas, thinking and ways of working which enhances what we do. All candidates will be treated on the basis of their merits, skills and abilities and solely by being assessed against the requirements for the job. Many of our vacancies can be considered for people who wish to work flexibly, job share or part time.

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