Total 11 Administrative / Clerical job vacancies in UK

Are you looking for an interesting new role, with time for self development, study or exercise?

Maybe you are passionate about the environment, outdoors, gardening or exercise?

Are you open and enthusiastic about new challenges and experiences?

Would you like to support our client one to one within their own home?

Would you like a job where you work an assignment for 2 weeks and then have a break?

Come and join one of the UK's largest provider of complex care.

Within the Care in the Home division, we support clients to live independently in their own homes.

We'd like you to join us as a Live In Personal Assistant with our client who lives in London.

This role is to support our female client who has muscular dystrophy. Our client is looking for a Personal Assistant to support her in her own home and alongside her busy work and social activities to live her life the way she wants to. You’ll also be helping her with her daily exercise regime and going swimming weekly.

Our client requires you to drive her automatic car, therefore you must hold a full UK driving licence.

What you'll have:

Our client is looking for a Personal Assistant who is fit and active, has life experience, is enthusiastic and motivated to learn, with a can-do attitude.

Our client is looking for somebody who shares her passion for staying healthy and working in the garden, or walking in the countryside – or is willing to give something new a try. There’s time in the schedule to fit in your daily yoga, run or exercise regime, and our client actively welcomes people who motivated to keep themselves fit.

The Prison Contracts Group (PCG) group sits within the Directorate of Contracted Operational Delivery (DoCOD) which is responsible for the operational contract management of a large portfolio of contracts, including Prisoner Escort Custody Service, Electronic Monitoring, Community Rehabilitation Services, Prisoner Education and Operational Contracts for a variety of goods and services.

PMP contracts alone have an annual value of £564m. PMPs were first introduced to the UK in 1992 when the Conservative Government issued short-term contracts to security companies to operate a limited number of publicly owned prisons, the first being HMP Wolds in Yorkshire which was operated by G4S. The first wholly private prisons were often financed through the use of a Special Purpose Vehicles (SPVs) under private finance initiatives (PFI). These were often known as DCMF prisons as they were designed, constructed, managed and financed by the private sector, the first being HMP Altcourse which opened in December 1997 and was operated by G4S.

There are currently 15 privately operated prisons in England and Wales* operated by G4S Justice Services, Serco Custodial Services and Sodexo Custodial Services. In total they currently accommodate approximately 20% of the closed prison population across England and Wales. (*HMP Parc is managed under the Area Executive Director (AED) for Wales and not the PCG).

PMPs are subject to the same scrutiny from official bodies as those in the Public Sector, including HM Inspectorate of Prisons (HMIP), Ofsted, and Operational and System Assurance Group (OSAG). Governors of private prisons are referred to as ‘Directors'. They each have their own staffing structure and they work to their respective Chief Operating Officer (COO). Prison Custody Officers (PCOs) are trained to the same level as Prison Officers and are licenced by Controllers to operate as a PCO once they are fully qualified. All privately managed prisons have a named Controller who, with their team, ensures the prison is operated in line with the agreed contract.

The expectation is that the successful candidate will spend 60% of the time in the office of a privately managed prison in one of the following locations:

• HMP Ashfield – Bristol

• HMP Forest Bank – Salford

• HMP Fosse Way - Wigston, Leics

• HMP Northumberland – Morpeth

• HMP Oakwood – Featherstone, W Mids

• HMP Peterborough - Cambs

Overview of the job

The post holder will be responsible for maintaining administrative processes within specified timescales for their area of work.

Summary

The post holder will provide administrative support within their team / unit / group. Responsibilities include meeting support, collation of routine information, maintenance of databases and ad hoc administrative tasks.

Responsibilities, Activities & Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

• Organisation of meetings / events, distribution of papers, support taking minutes/notes and writing up minutes
• Provides a first line of response to telephone calls to the department and directs callers as appropriate to the relevant member of staff.
• Act as first point of contact for general administrative support as and where required. This may involve chasing up outstanding information, updating and closing down cases on the tracking system, retrieving files/ information and interrogating databases to obtain information.
• Organise, produce and maintain accurate records for area of work
• Act as contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department
• Prepare paperwork for checking by manager, conducting initial checks as required
• Act as I-Procurement and Quantum Point of Contact requisitioner
• Maintaining, logging and processing documents for the unit within given timeframe.
• Monitor the functional mailbox(s) action any issues and where needed log the request in the relevant folder/spreadsheets,
• Collate stationary request acting as requisitioner for the group
• Maintain and create relevant databases and ensure they contain accurate data , routinely quality assuring them – this can include restricted or confidential information

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder.

Job Title: Administrative Assistant

Company: Sai Pharmacy Ltd


Employment Type: Full-time

About Us:
Sai Pharmacy is a community-focused pharmacy dedicated to providing high-quality healthcare services and medications to our customers. We aim to support our community's health and well-being through exceptional service, professional advice, and a comprehensive range of pharmaceutical products. We are committed to maintaining a welcoming environment and ensuring the satisfaction of our customers.

Job Overview:
The Administrative Assistant at Sai Pharmacy will play a crucial role in supporting the day-to-day administrative operations of the pharmacy. This position involves handling a variety of tasks including customer service, data entry, inventory management, and clerical duties. The ideal candidate will be detail-oriented, organized, and capable of managing multiple tasks efficiently. They should also possess strong communication skills and a customer-friendly attitude.

Key Responsibilities:

Customer Service:

Greet and assist customers both in person and over the phone, directing inquiries to the appropriate staff.
Provide basic information regarding pharmacy services, hours, and policies.
Manage customer complaints and feedback professionally, escalating issues as necessary.
Administrative Support:

Perform general administrative duties such as filing, photocopying, and scanning documents.
Maintain and organize pharmacy records, ensuring confidentiality and compliance with data protection regulations.
Assist with the preparation of reports, correspondence, and other documentation.
Data Entry and Management:

Accurately enter and update customer and prescription information in the pharmacy’s computer system.
Maintain up-to-date records of inventory, including ordering, receiving, and tracking stock.
Help with the preparation and maintenance of financial records, including invoices and payments.
Inventory and Supplies Management:

Assist in the monitoring and management of pharmacy inventory, ensuring adequate stock levels.
Help in receiving and unpacking deliveries, verifying the accuracy of orders, and stocking shelves.
Coordinate with suppliers and vendors as needed.
Clerical Duties:

Manage incoming and outgoing mail, including sorting, distributing, and preparing correspondence.
Schedule appointments and manage the pharmacy's calendar of events.
Assist with organizing and maintaining a clean and orderly work environment.
Health and Safety Compliance:

Support the maintenance of a safe and healthy workplace by adhering to pharmacy policies and health and safety guidelines.
Assist in implementing procedures related to the disposal of pharmaceutical waste and hazardous materials.
Qualifications:

High school diploma or equivalent; additional qualifications in office administration or related field is a plus.
Previous experience in an administrative or customer service role, preferably within a healthcare or retail environment.
Strong organizational skills and attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with pharmacy software systems.
Excellent communication and interpersonal skills.
Ability to handle sensitive information confidentially.
Strong multitasking abilities and capability to prioritize tasks effectively.
A friendly and professional demeanor with a commitment to providing excellent customer service.

Why Superdrug?

Passionate about Beauty and Health? Want to be part of an innovative, trend setting retailer? Our vibrant Head Office, based by East Croydon station is a fantastic environment filled with hundreds of brilliant personalities.

We’re a team that puts our customers and our teams at the heart of everything we do. At Superdrug, we aim to be the best in accessible health & beauty, loved by our customers for value, choice, friendly advice, service and fun.

Our success comes from our people – they make the difference. We’re all about personality, we have fun, and we work hard to deliver That Superdrug feeling.

Here's the exciting bit…a day includes

Key Responsibilities

Here's what's in it for you

• 33 days holiday rising to 38 days with length of service (inclusive of bank holidays)
• 2 staff discount codes for yourself and a family member or friend
• 30% discount on Superdrug Own Brand Products both in store and online
• Hybrid working patterns available depending on role responsibilities with 2 days working from home and 3 days in our stylish, modern and collaborative office close to East Croydon Station
• Company pension matching and bonus
• We offer Wagestream - a money management app that gives you access to a percentage of your pay as you earn it
• Being part of more! We are part of a group who work closely with Savers, The Perfume Shop and Three UK
• We are part of A.S. Watson Group, the world's largest international health and beauty retailer with over 15,700 stores in 25 markets!
• Unrivalled Learning and Development programmes

Come and be part of something special.

Hours: 37.5 | 9.00am - 5.30pm - Hybrid working available depending on role responsibilities with 2 days working from home and 3 days in our stylish, modern and collaborative office close to East Croydon Station.

For information on how we manage and store your data please go to https://www.superdrug.jobs/privacy-policy/

Location: UK mainland (hybrid mode with regular travel to clients' sites)

At Lineage, helping to feed the world is more than a job – it’s a purpose we live every day. Lineage is the world’s largest and most innovative provider of temperature-controlled logistics solutions; with +20,000 colleagues globally.

To support our expansion, we are looking for a Business Development Manager to work alongside our well respected and tenured business development team in the UK.

What will you be doing?

Our friendly team will help you immerse yourself in our business by supporting you to meet key colleagues and attending our sites; you will learn and understand how to articulate the value our business brings to its customers.

Once you have done this you will proactively make meaningful connections and build relationships with potential new customers/prospects (such as Supply Chain Directors) to understand their requirements and sell storage space and transportation service that meets their business needs; whilst managing their expectations to ensure that we deliver on those services as promised.

Tasks include:

• Maintaining proactive contact with prospect customers – arranging meetings and keeping in touch – whilst updating records in our sales database
• Dealing with inbound sales queries from potential customers
• Responding to formal tenders
• Creating individually tailored proposals for prospect customers, in line with their specific storage, distribution and ancillary service requirements

Many of our customers like to do business over the phone or on video calls but there is lots of value in meeting with the right customers face to face either on our site or theirs.

What do you need to be successful in this role?

As a market leader we are well known in our industry; and customers are often aware of the value of our services; but this is a relationship driven industry and you will enjoy getting to know potential customers and building longstanding relationships with them.

You will be a proactive person whose naturally inquisitive. If you like to ask questions and get energy from building productive relationships with people, then this is a role you will enjoy.

To thrive in this role, you'll ideally need:

• Experience selling palletised storage space, ideally to the food sector
• Business to business, face to face sales experience
• Sales experience in a structured and professional organisation
• Experience of working to individual targets
• Experience of generating sales leads

What's in it for you?

Aside from a competitive starting salary, company car and other benefits; you're set to gain so much from being part of team.

Our teams win together and do not compete with each other; we offer a friendly and supportive environment and will give you the platform to be successful by learning from seasoned sales professionals.

We are also a global company which is expanding quickly across Europe, and we are investing in our sales and account management capabilities in the region.

Our sales colleagues have access to diverse career paths and have lots of opportunities to collaborate in sharing sales opportunities but also developing their careers.

Want to know more about us?

If you open your fridge freezer around 20% of the products, you see have passed through a Lineage facility; we support customers who keep our schools and restaurants stocked and supplied; and with many of the UK’s leading retailers such as Tesco, Asda, Ocado and Lidl.

We have 14 sites across the UK; and our capacity is being significantly increased; for example, we recently invested in increased storage capacity from 25,500 to 70,000 pallet spaces in our Peterborough site; with the introduction of cutting-edge automation technologies which aim to drive customer value; whilst helping to eliminating waste.

Visit our Youtube page here:

https://www.youtube.com/channel/UCKrT_DOlm4icKdCJ7qNdTgg

Interested? Apply now!

We are an equal opportunities employer and positively encourage applications from persons regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

INDUK

Why Lineage?

We are a global company with more than 22,000 employees spanning 20 countries and more than 400 locations across North America, Europe, Asia-Pacific, and South America.

At Lineage Logistics, we have a shared purpose; we are transforming the food supply chain to eliminate waste and help feed the world. This means working at Lineage is not just a job – it’s an opportunity to innovate and put your mark on how food moves from the farm to dinner tables around the world. As a member of our team, you will be a critical link in the food supply chain.

Our shared purpose drives everything we do in all parts of our organisation, from the warehouse floor to the office. Our team members are passionate about the impact they make every single day.

We are an equal opportunities employer and positively encourage applications from persons regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. At Lineage we also recognise that Ex-Military, veterans, and military families have great experience with transferable skills and core values that can add significant value to our organisation.

Benefits

 

As a Lineage team member, we aim to provide everything you and your family need to thrive. That’s why we offer competitive rates of pay, paid time off, skills training, and development opportunities to grow a long and fulfilling career with us – plus generous financial rewards when you successfully refer new employees. This is enhanced by recognition schemes (so that your hard work won’t go unnoticed), plus the chance to make your salary go even further with our cycle-to-work scheme and preferential rates for loans and savings courtesy of a leading credit union.

Your everyday wellbeing is also important to us, so we will provide you with all the protective equipment you need to be safe and comfortable at work, and you will have access to a free 24/7 employee assistance phone line, which offers confidential counselling and advice. With all of this offered against the backdrop of a fun and social environment in which you will be supported by a team who enjoy helping each other in achieving their goals, we are confident you will excel with us.

As Senior Account Manager, you will play a critical role in the customer experience, working to expand and retain the company’s largest and most strategic business relationships and work across business lines within your assigned accounts and cross functionally within the company.

Location: Any UK, not too remote (Home office with travel to sites and clients')

Having drastically increased our European footprint in a short period, we are looking to appoint a Senior Account Manager for the UK.

What you will be doing

As Senior Account Manager, you will play a critical role in the customer experience, working to expand and retain the company’s largest and most strategic business relationships and work across business lines within your assigned accounts and cross functionally within the company.

In this role, you will build relationships with our clients at senior and executive level, developing a global vision of partnership, including at European level.

You will

• Develop Continuous Improvement Roadmaps (CIR) and Strategic Growth Plans for your assigned accounts in partnership with the Sales Managers
• Identify and pursue new business opportunities and products not under contract with your assigned accounts
• Increase customer retention and profitability by identifying opportunities to reduce waste, seamlessly on-board new business, manage compliance to Key Performance Indicators that allow the right to grow with your assigned accounts
• Follow the appropriate methodologies for selling and account management strategy
• Focus on customer retention and satisfaction across all facilities and lines of business
• Conduct regular business reviews with assigned accounts and provide volume forecasts to operations business partners
• Act as single point of contact for your assigned accounts at senior level, working together on global solutions, and resolve any issue escalated to you.

Who we’re looking for

To be successful in this position, you will need a high-level understanding of our industry, systems and procedures and be able to communicate these effectively at all levels through our client’s business.

Many of our clients have an international presence so it is essential to be able to interact with them at senior/executive level, demonstrating your ability to build strong ties and support their vision with our global solutions.

We need you to:

• Be a respected industry leader with strong market credibility gained through integrity when interacting with key stakeholders
• Have experience with a regimented Continuous Improvement Structure
• Demonstrate experience in contract negotiation, navigating complex organizations, and being successful in meeting sales or equivalent goals
• Be ready to travel up to 50%

You will also have:

• 5 years account management, business development, or sales-related field in Logistics/Supply chain
• A good level of computer skills including Microsoft Office Suite

What's in it for you?

Aside from a competitive starting salary, you're set to gain so much from being part of high quality and collaborative team.

You will be part of a large multi country team with its supportive leader; and experienced colleagues to learn from – this is a great development opportunity to learn new skills. Our leadership culture focuses us on developing talent internally; this is a great opportunity to grow your career at a leading global company.

We are also expanding quickly across Europe, and you will feel the impact of your work, as the ‘tip of the spear’ playing a critical role in realising our purpose of transforming the supply-chain to eliminate waste and help feed the world

Why Lineage?

We are a global company with more than 22,000 employees spanning 20 countries and more than 400 locations across North America, Europe, Asia-Pacific, and South America.

At Lineage Logistics, we have a shared purpose; we are transforming the food supply chain to eliminate waste and help feed the world. This means working at Lineage is not just a job – it’s an opportunity to innovate and put your mark on how food moves from the farm to dinner tables around the world. As a member of our team, you will be a critical link in the food supply chain.

Our shared purpose drives everything we do in all parts of our organisation, from the warehouse floor to the office. Our team members are passionate about the impact they make every single day.

We are an equal opportunities employer and positively encourage applications from persons regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. At Lineage we also recognise that Ex-Military, veterans, and military families have great experience with transferable skills and core values that can add significant value to our organisation.

Benefits

 

As a Lineage team member, we aim to provide everything you and your family need to thrive. That’s why we offer competitive rates of pay, paid time off, skills training, and development opportunities to grow a long and fulfilling career with us – plus generous financial rewards when you successfully refer new employees. This is enhanced by recognition schemes (so that your hard work won’t go unnoticed), plus the chance to make your salary go even further with our cycle-to-work scheme and preferential rates for loans and savings courtesy of a leading credit union.

Your everyday wellbeing is also important to us, so we will provide you with all the protective equipment you need to be safe and comfortable at work, and you will have access to a free 24/7 employee assistance phone line, which offers confidential counselling and advice. With all of this offered against the backdrop of a fun and social environment in which you will be supported by a team who enjoy helping each other in achieving their goals, we are confident you will excel with us.

JTL is one of the largest work-based training providers in England and Wales. But dealing as we do with more than 3,000 businesses and over 7,000 learners, our success depends crucially on the skills of a highly skilled Accounts Department - and you could now join our team in a Hybrid role.
This is an exciting opportunity for you to support a dedicated purchase ledger function and work as part of a team responsible for providing an efficient and accurate service at all times. This will entail matching invoices to purchase orders, chase relevant departments on any queries relating to invoices. In addition, you will be required to reconcile statements, process payment runs and respond to supplier queries in a timely manner. You will be required to assist the Senior Manager with monthly prepayments and accruals.
With good GCSE Maths (A-C or equivalent), previous experience within a similar Finance role is essential, it’s desirable if are full or part-qualified AAT accountant with income/sales ledger experience gained in an accounts department. A working knowledge of computerised accounts programmes, especially Sage, is essential - and your good IT skills will ideally include competence in Excel. As you would expect, excellent communication, attention to detail and teamwork skills are vital in this role.
In return, we can promise you an attractive salary, benefits including a pension and life assurance, ongoing development, and a genuinely supportive working environment.
We welcome applicants from all sections of the community. JTL is committed to safeguarding and promoting the welfare of young people and expects all its employees to share this commitment in conjunction with the requirements of the Prevent Duty and the positive promotion of modern British values
A DBS disclosure will be required.

Job Purpose:
To undertake routine duties in support of the Finance function and maintain an accurate purchase ledger within Sage X3.

Key Responsibilities and Accountabilities:
• Accurately match invoices to Purchase Orders on X3.
• Chase relevant departments when invoices are received without a PO or when items need receipting.
• Administer the processing of payments to colleges,
• Administer payments by Direct Debit ensuring they are accurately recorded.
• Reconcile supplier statements raising any discrepancies with the supplier.
• Process payment runs (BACS) in accordance with supplier payment terms.
• Maintain accurate purchase ledger records, reconciling supplier accounts monthly.
• Respond to supplier queries in a timely manner.
• Assist the Senior Manager Accountant Controller with monthly prepayments and accruals.
• Actively engages in other such duties, under the discretion of the Purchase Ledger Supervisor as and when necessary.
• All duties will extend across the JTL Group and will include CompEx Certification Limited, Develop Training Limited and JTL.





Person Specification

Essential Requirements:
• Previous experience within a similar Finance role.
• GCSE Maths 4 and above (A-C) or equivalent.
• Good IT skills, including use of Excel.
• SAGE knowledge.

Desirable:
• AAT qualified, or studier.

Contacts:
Internal:
Accounts
Regional Managers
Training Officers

External:
Suppliers
JIB, EAL, City & Guilds

Competencies

7 Core Competencies:
Customer Focus Level 1
Communication Level 1
Teamwork Level 1
Planning & Organising Level 1
Achieving Results Level 1
Adaptability Level 1
Quality Standard Level 1

1 Role-Specific Competency
Accuracy Level 1

Proud member of the Disability Confident employer scheme

Job Category : Operational & Support Staff
Location : Service Headquarters, Carmarthen, Mid and West Wales Fire and Rescue Service
Hours Per Week : 37.00
Start Date : immediate start
Start Time : 09:00
End Time : 17:30
Salary: £12.02

About this Job
A challenging and exciting opportunity exists for the right person to form part of Mid and West Wales Fire and Rescue Service in the post of a Clerical Assistant. The successful individual will be responsible for providing clerical support to the Operational Equipment and Assurance department and to attain the department’s goals and effective and efficient administration of the Operational Support team with the use of the dedicated computer applications to record and maintain records. You will be responsible to process and monitor, cross-reference and confirm validity, and accurate completion of works before passing to finance and allocate work streams for the operational support team of hydrant inspectors.







The Person
Suitable applicants will have already demonstrated achievement with the appropriate administrative qualifications at NVQ Level 4/HNC/HND and/or appropriate experience.

You will have the skills and aptitudes to operate effectively at a Clerical Assistant. If you are highly organised, a confident communicator with sound judgement and a proven track record in admin, this is an opportunity to drive forward an exciting role for the fire and rescue service, in an area that offers excellent working and living conditions.


The successful applicant will be based at Fire Service Headquarters in Carmarthen, which administers 58 fire stations and 1300 staff with a budget of over £63 million. Mid and West Wales provides a beautiful environment in which to live and work, and the opportunity for a high quality of life.


1. Appropriate administrative qualifications at NVQ Level 4/HNC/HND and/or appropriate experience




2. Current Driving Licence 


KNOWLEDGE


3. Knowledge and understanding of the services provided within the Operational Equipment and Assurance Department




4. Experience in Microsoft Office packages and various other software packages 



5. Knowledge of Operational Equipment and Assurance Department policies and procedures 







EXPERIENCE


6. Experience of day-to-day office administration 



7. The ability to work under pressure to tight deadlines, often having to prioritise to meet unexpected or changing workload 


8. Experience in dealing with members of the public 

We are looking for an experienced Accounts Payable Clerk to join a well-established, family-run SME based in Aldridge. You will be a key part to our client’s small but growing Finance Department and will be responsible for ensuring that all invoices are accurately processed and paid on time in compliance with company policies and procedures. You will have a keen eye for detail, strong accounting skills, and the ability to work well under pressure.

Key Duties and Responsibilities

Day to day control of the accounts email address.
Ensuring emails are forwarded to the appropriate team member.
Registration and processing of all invoices & credit notes daily in line with the AP process.
Identification & posting of purchase invoices & credit notes to sales projects where applicable.
Daily posting of payments to the AP system, ensuring allocations completed.
Creating & reviewing weekly suggested payment reports for review by the senior financial controller.
Maintenance of the accounts payable ledger, ensuring all information is kept up to date.
Continual development of the AP ledger to ensure maximum functionality.
Providing holiday/sickness cover where appropriate.
Approval of PO numbers in line with agreed approval levels.
Maintaining open channels of communication with key stakeholders within the business.
Requirements

Proven experience in a similar role
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills in a fast-paced environment
SAGE / ERP system experience
Intermediate Excel skills
Knowledge of CIS tax (desirable)
Hours: Mon – Friday 7.30am – 4.30pm – office based

Benefits

Salary of £25k – £32K (negotiable depending on experience)
Free parking

Principle Purpose of Position:

To lead day to day administration of the office to keep all office systems running smoothly, answering queries and ensure that tasks and systems are maintained in support of all other teams – including but not limited to contractual document review process, general forms, PQQ’s, travel, vendor onboarding and process document administration on Gateway.



Key Roles and Responsibilities:

Evaluate administrative support staff on a quarterly basis by completing and recording staff appraisals, with monthly 121s in between
Manage task ownership with team members in a timely manner and hold yourself and team members accountable to KPI targets and dashboard metrics, and then prepare the KPI statistics for publishing on the company dashboard
Co-ordinate with other internal departments to ensure the completion of tasks
Support admin manager to ensure all processes are compliant with ISO legislation with assistance from QHSE manager, and support the review and implementation of changes to commercial insurance requirements along with utilities management
Supervise, coach and mentor members of the admin team ensuring all training is recorded
Manage vehicle fleet including reporting on movement of vehicles, vehicle maintenance, driver management, vehicle safety and compliance, operational efficiency and tax compliance
Manage admin daily task Smartsheets including amending related smartforms, logic and notifications where necessary, and the admin inbox
Drive a continuous improvement culture by reviewing admin processes and procedures and suggesting new or better ways of working
Evaluate inventory and order office supplies on a monthly basis in conjunction with admin budget
Answer telephones and cover reception on a rota basis
Skills:

Strong leadership skills to constantly drive continuous improvement with a collaborative approach whilst implementing process change
Motivate a team to work together in the most efficient manner and show strong communication skills in all mediums to work alongside other teams
Excellent organisational, planning and prioritising skills in a busy, changing environment, with the ability to multitask and ‘think outside the box’
Research, reporting and strong statistical analysis skills
Awareness and ability to identify tasks as they are needed and take responsibility for these
Competence with IT Systems along with being proficient in Microsoft Excel and be able to run and create functions, pivot tables and charts
Qualifications:

GCSE Maths & English at grade C / 4 and above
NVQ in business administration (preferred but not essential)
Team leading qualification (preferred but not essential)
Experience:

Proven experience in an office environment successfully leading, coaching and developing a team, and implementing change and development within a business to drive continuous improvement
Knowledge of processes, procedures and non-conformities advantageous
Experience working in the construction industry

Job title: Personal Assistant (known internally as PA to the Executive Director of IT, Transformation & Digital)
Salary: £24,480 - £26,967
Hours: 35 hours per week
Location: Flexible (Any Care Inspectorate office)
Contract: Permanent
About us
We are the national regulator and scrutiny body responsible for providing assurance and protection for people who experience care services, their families, carers and the wider public, as well as supporting delivery partners to improve the quality of care for people in Scotland. Our vision is that people across Scotland experience high quality care that meets their needs, rights and choices.

We are a scrutiny body that supports improvement. We inspect individual care services and we also work with other scrutiny bodies to inspect the social care and social work services people are experiencing in their local areas.

Our desire is to achieve an effective and balanced way of working, that enables us to meet organisational needs and achieve a work-life balance that promotes wellbeing and collaboration opportunities. We are moving towards an expectation that all staff will work collaboratively, within and across teams, in person for a minimum number of days each week.

About the role
We are looking to recruit a Personal Assistant, reporting to the Executive Support Officer, to provide high quality, confidential PA support to the Executive Director of the IT and Digital Transformation Directorate, which is responsible for operational service delivery, business change and strategic transformation within the Care Inspectorate The Executive Director leads teams in delivering complex, full-cycle business change, transition and digital transformation projects. This role will form a key part of the Executive Director’s leadership team and will provide ad-hoc administrative support to that team.

This role will include checking and prioritising the Executive Director’s email correspondence and meeting invitations; developing and administering a system for dealing with enquiries and composing responses to routine correspondence and co-ordination of the Executive Director’s diary by arranging meetings, events, booking venues, and organising hospitality for visitors, as necessary. The role will also cover the preparation of agendas and paperwork for meetings, minute-taking, and monitoring of action records.

About you
You will have experience of providing PA support to senior management in a fast-paced change environment. You are highly organised and able to plan and manage your time and work streams efficiently and effectively. You understand that priorities and deadlines can change quickly, and you respond flexibly and effectively. You will have a proactive approach and be confident in using your own initiative. Your attention to detail is meticulous and you have a clear commitment to maintaining high standards. You are a great team worker and able to build and maintain good working relationships. You will have excellent word processing and IT skills with experience of Microsoft applications.

You will also have experience of diary management and minute taking.

Next steps
You’ll find more information in the job profile and person specification.

If you require any further information, or for an informal chat, please contact Anne Campbell via email at anne.campbell@careinspectorate.gov.scot – please include a contact telephone number and times that would be best to reach you in your email.

If you believe that you are a suitable candidate for this post, please download and complete an application form and equal opportunities form and submit it by email to recruitment@careinspectorate.gov.scot by 08:00 on Monday 8 January 2024.*

It is anticipated that the interviews and skills assessment for the role will take place in the week commencing Monday 15 January.

*Please note that this advert may close earlier on Monday 18 December if we receive a sufficient number of applications ahead of the closing date, with interviews taking place in week commencing Monday 8 January.