Total 6 Junior Executive level Administrative / Clerical job vacancies in Peterborough, PE3 9GZ

Your new company
We love working with this client - they are a passionate not-for-profit organisation who work really hard to support their service users in the best way that they can. The organisation keeps growing and so the recruitment team has a vital part to play in supporting that expansion. The team is growing with the addition of this newly created position and we are very excited to be the only recruitment agency partnering with this organisation in their recruitment of this position.

Your new role
This job is to work as part of the central office team in Peterborough to provide admin support both to the recruitment team but also to the wider HR team too. Typically, you'll answer the phone on behalf of the team, manage the central inbox (responding to queries when you can, forwarding to colleagues when you can't), produce new contracts, offer letters and managing pre-employment checks like chasing for references, uploading RTW documents to the employee database etc. You'll type up letters, keep the personnel database updated & immaculate and occasionally take the minutes of meetings.

What you'll need to succeed
Given the need to hit the ground running, we're prioritising applicants who have had any experience of HR admin but please note, this is definitely an admin role in a small recruitment team. If you detail your experience of working in a team and handling confidential data, that will definitely help your application.
Attention to detail and excellent written communication skills are critical - so check your CV before you send it! Spelling mistakes and poor formatting won't do you any favours!
Great IT skills, especially Word, Excel, PowerPoint and databases are also needed in this job.
Interviews will take place very soon so please bear that in mind when you apply if you've got a holiday planned.

What you'll get in return
This position is working with lovely people in an interesting job and a lovely organisation. Great offices with loads of on-site parking and 90 seconds walk from the nearest bus stop.
Benefits include 26 days' holiday + bank holidays (per year), sick pay, a whopping staff benefits plan to help you save money and a contributory pension.


What you need to do now If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

Hays EA is a trading division of Hays Specialist Recruitment Limited and acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk

Key Responsibilities: Teamwork As a team, ensure that all functions within the speciality are completed. Maintain close working relationships with colleagues within the department and Clinical Business Unit. Work flexibly and liaise with other non-clinical assistants and other departments within the organisation to maintain smooth running of the service. Advise the Administrative Team Leader or the Lead Nurses of any points of concern in relation to the administration of the service and processes in place. To assist the senior nursing team to ensure the delivery of an efficient and comprehensive service which is receptive to the needs of the staff and meets the performance requirements of the Trust in accordance with the policies. Be aware of workload and pressures within other areas enabling support to be given to the team as necessary Communication Communicate in an appropriate manner with staff across the Trust and bodies external to the Trust. Deal with any problems in a constructive manner, communicating with relevant staff as necessary. Deal sensitively and effectively with telephone enquiries from patients, relatives and colleagues Operational and Administration Processes Administration The post-holder is required to maintain both paper and computerised records in accordance with Trust standards. Staff Records To set up and maintain staff personal files. Prepare rosters by adding requests, annual leave and study leave as appropriate. Check rosters daily for discrepancies and action accordingly. This includes managing annual leave, recording staff absence, updating staff working patterns and ensuring study leave is accurately recorded. To use the Electronic Staff Record Service to update all changes to staff posts including; change of hours, post, starters and leavers in a timely manner. Support the senior nurses with the recruitment process paperwork and checks. To monitor sickness absence and arrange sickness absence meetings as required. Maintain departmental sickness statistics. To type invite and outcome letters relating to human resource issues as required. Book annual appraisal appointments and 1:1 meetings, prepare paperwork and type up the actions and ensure placed on individuals file. Produce department statistics as required General Admin duties to include: To undertake general duties such as typing, photocopying and emailing of information, including distribution of copies as appropriate. Accurate filing of information for the Lead Nurses. Presentation of letters and forms for signature. Timely distribution of letters and information, both for Trust and external post. Opening of post and appropriate distribution of correspondence. Organise any meetings for the team as appropriate. Take notes at nursing led department meetings and produce typed minutes. To book external meetings and training as required. Database entry as required. Audiotyping of documentation and correspondence as required. Enter information onto Trust/service databases/spreadsheets in order that data collection can be undertaken for reporting purposes and facilitation of service improvement Resource Management To be aware of resource issues in the use of equipment and resources. To monitor and order all relevant stationery. To make requests using the charitable funds request system when required. Prepare documentation as and when required Standards and Performance Responsible for ensuring that all duties are carried out in accordance with the correct procedures and policies. Adhere to all administration standards. Ensure data and information (both paper and electronic) is completed in accordance with agreed policies and procedures. Following guidance, work within defined local targets i.e. sickness rates, MPA returns and report issues to the Lead Nurses and/or Administrative Team Leader. Ensure that data collection complies with the Caldicott and the General Data Protection Regulation 2018 (GDPR). In accordance with the agreed process, ensure data and information is recorded and input into the relevant systems (SystmOne, Medway, e-Track, Anglia ICE and other databases) in an accurate and timely manner Additional Information Organise and control own workload ensuring deadlines are observed and duties performed efficiently. To develop IT skills as may be required to fulfil the responsibilities of the post. To work flexibly across the Cancer administrative service and support colleagues as required with fluctuating workloads. Contribute towards any audits undertaken by nursing staff in the department. To ensure that all duties are carried out to the highest possible standard. All staff are required to respect confidentiality of all matters that they may learn in the course of their employment. All staff are expected to respect the requirements under the Data Protection Act. Any other duties which may be required in order to facilitate the efficient and effective running of the Services. Plan and organise workload ensuring deadlines are adhered to. Any other duties which may be required to assist the Administrative Team Leader with the efficient and effective running of the Specialist Nursing Service.

To input basic data onto Spreadsheets/systems as required for monitoring and reporting purposes. To assist with the preparation and reporting of data as supervised, e.g. for updating Service Performance targets. Utilise all computer systems required for the completion of day to day allocated administration tasks within the Breast Service, including, but not limited to, Careflow, E-Track, Somerset, EPRO, ICE and EVOLVE). To update E/Track with clinic outcomes to support the capture of activity provided by the Service. Using EPRO to audio transcribe Nurse Annotations and add to Somerset Cancer Tracking system as appropriate and in line with Secretarial Work Instructions. To type other letters/reports as required. Book/Cancel/Rearrange Breast Service Outpatient appointments as required, and in response to urgent referrals/requests (liaising with the Outpatients Booking Team, Senior Administration Team or Breast Care Nursing Team as required to identify slots). Using the Trust Electronic Document Management system and procedures, process loose filing. Request urgent Event Packs as required. Filing of personal, sensitive information relating to staff files and processes. To book meetings and co-ordinate the diary for the Breast Service Manager and Breast Admin Manager, and support the preparation of Agendas and associated paperwork. To provide general administration support for Breast Service events/promotional work, including printing and production of promotional information, and coordination of event bookings. Assist with general office duties including photocopying, laminating, acting as runner as required for example taking donations to Cash Office.

Administrative Assistant

Peterborough / Hybrid 2 days max

Salary: £19.53 paye / £22.37 rolled up / £26.24 umbrella

6 Month contract (potential temp to perm)

This is an exciting opportunity for the right individual, if you're looking to work within a busy, fast paced, and varied role where you can provide excellent customer service skills.

In this role you will provide confidential, clerical and administrative support to managers to allow for more efficient operations.

Job Responsibilities and Duties:

• To provide clerical support to managers and the team
• Extensive diary management, scheduling meetings and maintaining calendars for busy UK based directors.
• Coordinate communications by receiving and passing along e-mails, notices, etc.
• Coordinate diaries with other administrative assistants.
• Assist with organising all UK and overseas travel arrangements either directly in Concur or through nominated travel assistant.
• Manage all expenses and processing.
• Operate a PC and standard software programs.
• Interact with other departments to ensure key items of IT equipment, PCs and teleconferencing equipment is operational when issues occur.
• Provide other routine administrative duties as required.

Skills and Experience:

• High attention to detail with strong time management and organisation skills
• Flexible and adaptable to change with the ability to self manage conflicting priorities.
• PA Experience supporting multiple leaders will be an advantage
• Proficient in Microsoft office and other administrative software packages including MS Outlook, Word, Onenote, Concur TnE etc.
• Self-motivated with a proactive approach
• Strong communication skills & administration skills
• Able to work to tight deadlines whilst prioritising workload
• Able to operate with integrity, always maintaining confidentiality
• Excellent written and verbal communication

Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.

Candidates must be eligible to live and work in the UK.

For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.

The full job description and salary details can be found in the supporting documents on the right hand side. These are available for you to download and review. Further Information Salary: £22,431 - £26,382 (£11.98 - £14.09 ph) pro-rata per annum - depending on skills/experience. Hours: 21 hours per week Shift Pattern: Monday 08:30 -16:30 Tuesday 08:30 -14:30 Thursday 08:30 - 16:30 Location:BPAS Peterborough North Wing, Broadway Court, Broadway, Peterborough PE1 1RP Interested so far? Don't delay, apply today! This job advert may close before the advertised closing date if sufficient applications have been received. Please apply for this job as soon as you can, if interested. The Small Print: All applicants must be pro-choice. If you do not hear from us within 2 weeks of the closing date, unfortunately you will not have been shortlisted on this occasion. References: All offers of employment are conditional based on satisfactory pre-employment checks. We require applicants to provide 3 years of employment references including information on reasons for leaving and any gaps in employment.

- Manage calendars, schedule appointments, and coordinate meetings
- Handle phone calls, emails, and other correspondence
- Perform general clerical duties such as data entry, filing, and organizing documents
- Assist with bookkeeping tasks using QuickBooks
- Conduct research and compile information as needed
- Coordinate travel arrangements and itineraries
- Provide administrative support to the team as required