Administration Assistant

  • D.O.E
  • Location: Working from home
  • Job Type: Permanent
  • Date posted: 08/06/22
Sarah Flack

Hi I'm Sarah,
I manage this role

Client Services Director

Please get in touch if you would like to discuss this role


Job description

Job reference: 3133/5

Your primary role will be to support Project Co-ordinators and wider team with general administrative duties.

All activities will involve following established standard operating procedures, so applicants must be able to follow instruction and be quick to learn new systems and processes. Accuracy and attention to detail are vital for this role.

Key duties

Customer Relationship Management System (CRM)

  • Updating searches with candidate information (including saving cover letters and CVs)
  • Requesting GDPR consent where necessary

Preparing documentation / folders / client microsites

  • Appraisal headers
  • Cover pages for client packs
  • Advert Respondent record
  • Creating the suite of folders in SharePoint for a new search
  • Creating microsites for searches

Creating Reports

  • Collect data to create graphs, charts and quantitative data

Candidate Care

  • Handling advertisement responses, acknowledging to candidates and ensuring accurate information is logged
  • Sending stand down emails as appropriate

Recording Data

  • Managing records of clients and candidates on CRM and SharePoint
  • Recording and accurately inputting data into CRM and SharePoint

GDPR

  • Following company GDPR process to reconcile data after 5 years
  • To ensure we have GDPR consent for candidates within the 5-year consent window
  • To follow up with candidates who do not consent after a search has completed

Programmes

  • Coordinating arrangements for such as Emerging Leaders Programme and Board Prospects
  • Liaising with clients and participants
  • Arranging meetings (virtual and in person)
  • Arranging publicity

Other duties:

  • Assist other team members where appropriate and necessary.
  • Any other duties appropriate to the role and level that may be required.

Skills and Experience

  • Ability to ensure accuracy and a high level of attention to detail in all areas of work
  • Strong organisation and time management skills
  • Ability to follow standard operating procedures
  • IT literate / proficient user of MS Office Suite
  • Ability to prioritise own workload and deal with changing priorities
  • Experience of using a Customer Relationship Management system (D)
  • Excellent written and verbal communication skills
  • Ability to maintain high levels of confidentiality
  • Ability to use own initiative and work effectively both alone and part of a team
  • Able to work without supervision, self-motivated, self-starter
  • Take direction from Project Co-Ordinators / members of Minerva team
  • Will have worked in a professional services or similar business environment where quality is critical and customer service is key
  • Experience of updating websites
  • Experience of navigating social media platforms including LinkedIn

To Apply
Please send a covering letter together with a copy of your CV in MS Word

Next steps

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