Administrative Support Manager

Description:

Administrative Support Manager Winchester £26/30k (DOE)

The Administrative Support Manager will deliver comprehensive and confidential administrative support to the CEO, Director of Community Services, and Finance Director, who comprise the core Management Team. This role ensures the efficient and effective functioning of the Office and aids the CEO in organising and recording all Board and Trustee Committee Meetings. Additionally, the Administration support Manager will oversee the Receptionist/General Administrator, manage general office operations, and ensure office GDPR compliance.
The role also encompasses HR administration duties, supporting the recruitment and management of staff and volunteers.

Key Responsibilities
· Provide comprehensive administrative support to the CEO, Director of Community Services, and Finance Director.
· Organise all committee and Board meetings, including preparing agendas, collating documentation, and recording minutes.
· Assist the CEO in preparing documentation for Board and Committee Meetings.
· Ensure the smooth operation of the General Office.
· Manage and support the Receptionist/general Administrator.
· Maintain and update the annual calendar.
· Serve as the primary contact for the Chair, Committee Chairs, and Board Members.
· Manage the diaries of the CEO, Director of Community Services, and Finance Director.
· Coordinate meeting schedules, ensuring efficient use of time and resolving conflicts.
· Coordinate all internal and external events.
· Assist in recruiting volunteers for the Head Office.
· HR Administration
· Advertise vacant staff positions and coordinate the recruitment process.
· Conduct employment and safeguarding checks, draft staff contracts, and prepare related documentation.
· Maintain HR records and manage the onboarding process for new employees.
· Support the Director of Community Services in annually updating of Policies and Procedures.
· Organise and facilitate staff training sessions and maintain training records.
· Provide supervision, development, and guidance to the receptionist and volunteer.
· Maintain electronic and physical records of all Board and Committee Meetings.

Person Specification
This person specification outlines the qualifications, experience, skills, and personal attributes needed for the role of Administrative Support Manager. The successful candidate will play a crucial role in ensuring the effective administration of the activities and governance, supporting senior management, and contributing to the overall mission of the organisation.

Essential:
A relevant administrative or business qualification (e.g., NVQ Level 3 in Business Administration or equivalent) or evidence of relevant transferable experience.
GCSEs in English and Mathematics (Grade C/4 or above).
· Strong written and verbal communication skills, with the ability to draft clear and concise documents.
· Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook) and familiarity with Teams and SharePoint.
· Ability to handle sensitive information with discretion and maintain confidentiality.
· Strong interpersonal skills, with the ability to build and maintain effective working relationships with internal and external stakeholders.
· Ability to work independently and as part of a team.
· Awareness of the governance structure and operational needs of a charity.
· Proactive and self-motivated with a high level of initiative.
· Detail-oriented and thorough in completing tasks.
· Flexible and adaptable, able to respond to changing priorities and demands.
· Professional and approachable demeanour
· Willingness to occasionally work outside normal office hours for Board meetings or events.
· Commitment to the mission and values of the organisation.

Desirable:
· Higher education qualification in business administration, management, or a related field.
· HR certification (e.g., CIPD Level 3 Foundation Certificate in People Practice).
· Proven experience in providing high-level administrative support to senior management.
· Experience in organising and recording Board and Committee meetings.
· Experience in HR administration, including recruitment and onboarding processes.
· Experience in office management and overseeing administrative functions.
Essential Skills
· Strong written and verbal communication skills, with the ability to draft clear and concise documents.
· Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook) and familiarity with Teams and SharePoint.
· Ability to handle sensitive information with discretion and maintain confidentiality.
· Strong interpersonal skills, with the ability to build and maintain effective working relationships with internal and external stakeholders.
· Ability to work independently and as part of a team.
· Awareness of the governance structure and operational needs of a charity.
· Proactive and self-motivated with a high level of initiative.
· Detail-oriented and thorough in completing tasks.
· Flexible and adaptable, able to respond to changing priorities and demands.
· Professional and approachable demeanour
· Willingness to occasionally work outside normal office hours for Board meetings or events.
· Commitment to the mission and values of the organisation.

This is a busy, varied and pivotal role for the organisation, one where no two days will be the same and certainly one you can bring existing skills to and develop new ones too. This is a full time office based role

Please be aware this advert will remain open until the vacancy has been filled. Interviews will take place throughout this period, therefore we encourage you to apply early to avoid disappointment.

Tate is acting as an Employment Business in relation to this vacancy.

Tate is committed to promoting equal opportunities. To ensure that every candidate has the best experience with us, we encourage you to let us know if there are any adjustments we can make during the application or interview process. Your comfort and accessibility are our priority, and we are here to support you every step of the way. Additionally, we value and respect your individuality, and we invite you to share your preferred pronouns in your application