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Responsibilities:

• To provide general office administration to work towards operational efficiency, effective communications, and service delivery.
• To greet office visitors when on site, answer, and direct calls where appropriate and manage and respond to all incoming correspondence via the central Voice admin email inbox.
• To provide administrative support to the CEO and Senior Management Team, including diary management and inbox support (or management in periods of absence)
• To provide dedicated meeting support including scheduling, attendance tracking, preparation and distribution of agendas and supporting documents, minute taking and action recording and update.
• Serve as the primary liaison for the acquisition or purchase of stationary, advertising & promotional products, security and emergency products and other sundries and to provide regular and efficient stock take audit.
• Maintain the Voice management team electronic filing systems and other documents ensuring adequate security, data protection, GDPR and retention compliance.
• Serve as the primary liaison for recruitment and new recruit activity via the OLEEO recruitment app; including diary management for sifting/interview scheduling, maintenance and regular review of the recruitment spreadsheet, distribution to partner agency recruitment circulation lists, interview room booking, special assistance requirements, greeting and ID check support.
• Provide administrative support and departmental liaison for the daily operational functions of the service including Estates and Facilities and Health and Safety.
• Produce a tri-monthly internal staff roster including on call duty provisions, weekend crisis resources, duties for all staff using a coordinated shift pattern and ensuring inclusion of leave, sickness and office duty and daily accuracy.
• Maintain the operational absence log alongside DMS (staff booking in/out system) providing accurate and up to date absence information and data to the management team when requests are received in order to support business planning and continuity and to support management with absence processes.
• Using DMS and other internal apps to support the management team with regular reports around annual leave, flexi time, daily bookings, and absences which in turn allow monthly payroll accuracy and reporting.
• To support the Senior Service Delivery Manager with maintaining the accuracy of the Voice data protection breach log, progressing, and assigning the breach to the investigating officer/dept and ensuring the outcome is recorded.
• To support the Senior Service Delivery Manager in maintaining the Voice internal complaints register, recording complaints or expressions of dissatisfaction when received, ensuring correct complaints processes are complied with in accordance with the complaints process, acknowledging receipt and providing holding responses and referring with haste to the investigating staff/department.
• To support the Senior Service Delivery Manager with maintaining the accuracy of the Voice Subject Access Request register, recording all requests upon receipt, signposting applicants to appropriate departments/services where appropriate, recording receipt of request, assigning reference numbers, acknowledging receipt, and providing holding responses and referring with haste to the investigating staff/department.
• Responsible for keeping updated and accurate emergency contact registers and embedding into the business continuity plan.
• Provide administration support for Voice service user and professional group work, including coordinating scheduling, room booking, producing team’s links, invitations, managing bookings, maintaining registers of attendees/delegates, provision (including sourcing, copying and preparation) of required resources and provision of completion certifications.
• To support the Training Lead with the coordination of external event management including allocation of resources, bookings, provision of products, literature and advertising materials and providing a coordinated response internally between conflicting events/schedules.
• Undertake other duties which may from time to time be reasonably requested by the Senior management team and which are commensurate to the role.