Job description:

JOB TITLE: Company Administrator 

RESPONSIBLE FOR:  recruitment and general company’s administration

ACCOUNTABLE TO / LINE MANAGER:  Company office Manager/ Company Director

Job Summary

The role of a Company Administrator is for someone that can multitask as this role has many aspects to it. One of the key roles is ensuring the company works effectively in relation to administration work. Role includes general administrative work such as greeting clients, sorting out the post, answering the phones and filing. It is important that the post holder is able to speak fluent English and write as such a role will include typing of memo, taking minutes in meetings. Post holder will work as an administrative support to the Director and administrative work coming from other senior managers within the company

Another primary key role would be to engage in the company's recruitment of care staff in line with the company’s policy and procedure. This post holder takes on a variety of responsibilities. Some of the central ones include identifying candidates. Recruitment officers assess the need and then fill it. For a job opening, for instance, they learn the specifics of what the position entails. Interviewing Prospects: Recruitment officers talk to people. Following Up: Developing relationships is critical for recruitment officers Post Holder will be responsible for doing a reference check. As a Company Administrator you are promoters and salesperson of the company.

The post holder would predominantly be based in the main office in Colchester, however, would occasionally be required to visit other areas so must be able to travel and must be able to do this either by public transport or by their own means.

This is a great job for those who like to dabble in a variety of tasks and can multi-task with ease.

Key Responsibilities

• As an Office Administrator you will be an integral member of the team ensuring the smooth running of the office
• Provide support to director and senior managers and Team leader where needed and ensure all documents brought into the office are filed in a timely manner
• Ensuring the Company work in relation to administration are kept in a highly professional manner
• Meeting and greeting visitors
• Managing diaries with will includes the company’s director and training.
• Composing letters and reports as required
• Working with confidential information and documents
• Ordering and organising stationery.
• Archiving
• Supporting with other general ad hoc administrative duties and supporting in other areas
• Write, place and update adverts in line with Company procedures
• They also might scour online sites to discover people with backgrounds that would be a good match or post ads where prospects would be likely to discover them.
• They then may turn to résumés they have on hand to begin developing an interview pool.
• Identify, attract and shortlist candidates for the recruitment process to fulfil the requirements of the business brief
• Monitor responses/applications received and make sure that candidate’s applications are processed efficiently
• Carry out a pre-employment and compliance checks in line with company policy and relevant legislation
• Assist in the recruitment and selection processes by effectively liaising with the candidates and internal teams
• Initiate, manage and develop candidate relationships
• Understand and meet agreed KPIs and targets
• Provide general administrative support to the recruitment function
• Understand and support the sales process
• Provide first line support for all enquiries
• Contribute to team meetings as appropriate
• Provide support to ensure that the candidates and clients receive a professional and comprehensive recruitment service at all times
• Comply with company management systems, payroll and billing policies and procedures including accurate database management
• Devising and maintaining office systems, including data management and filing
• Also carrying out DBS / CRB check for new starters and existing staff
• Liaising and dealing with care workers and other internal staff members to ensure they have all the correct information, forms etc.
• Ensure adherence to Health and Safety Policies
• This is a varied and hands on role
• This is a permanent full-time position, working Monday to Friday

THE CANDIDATE

• The successful candidate MUST have similar experience e.g. Office Administrator, recruitment officer, Personal Assistant or similar
• Have excellent organisational skills
• Proficient in using IT systems, Microsoft Word, Excel, Outlook (office suite)
• Excellent communication skills both written and verbal
• High attention to detail
• You MUST be flexible and able to use own initiative
• Live within a commutable distance to the Colchester office
• Ideally have your own car (not essential)

• Health and Safety

As an employee of 3HA Care Services, the post holder has a duty under the Health and Safety at Work Act 1974, to:

• Take reasonable care of the health and safety of themselves and all other persons who may be affected by their acts or omissions at work; and
• Co-operate with their employer to ensure compliance with Health and Safety legislation and the Health and Safety policies and procedures, not intentionally or recklessly interfere with, or misuse, anything provided in the interests of health, safety, or welfare, in pursuance of the relevant statutory provisions.

Data Protection

The post holder must at all times respect the confidentiality of information in line with the requirements of the Data Protection Act 2018 and all other relevant data protection legislation.  This includes, if required to do so, obtain, process and/or use information held on a computer in a fair and lawful way, to hold data only for the specified registered purposes and to use or disclose data only to authorised persons or organisations as instructed.

Additional information

A job description is not rigid, but acts as a guide to the functions of the post holder.

This job description is subject to relevant review and appropriate modification