Job Description

Job Overview

We are seeking a highly organised and detail-oriented Administrative Assistant to join our team. The ideal candidate will be responsible for providing comprehensive administrative support, ensuring the smooth operation of our office. This role requires proficiency in various software applications, excellent communication skills, and a strong ability to manage multiple tasks efficiently.

Duties

Manage daily office tasks, including handling phone calls, emails, and other communications. Coordinate office activities to ensure smooth operations. Maintain and update filing systems for efficient document management. Type correspondence, reports, and official documentation. Keep all photocopying tasks up to date and readily available for use

Documentation & Reporting:

Prepare and process internal documents, reports, and correspondence. Maintain organised records for reference and compliance.

Client & External Communication:

Handle inquiries from service users, external agencies, and voluntary organisations. Direct inquiries to appropriate departments and provide relevant information.

Financial Transactions & Recordkeeping:

Process invoices, petty cash receipts, and match payments to invoices. Manage daily petty cash transactions and reconcile monthly records. Provide the Treasurer with monthly backup documentation. Scan invoices and attach them to postings in . Verify supplier invoices meet HMRC invoice requirements before approval. Follow up on supplier invoice issues and discrepancies. Generate ad hoc customer invoices as needed.

Online Presence & Digital Engagement:

Maintain and update the organisation's website and Facebook page. Ensure accurate and engaging content is shared across digital platforms.

Knowledge Skills and Experience:

Clear verbal and written communication. Excellent organisational skills. Strong knowledge of office software (e.g. Microsoft Office including; Excel and Word). Ability to identify issues and work proactive to find solutions. Minimum of 1-2 years' business admin experience. Knowledge of financial software (e.g. ). Excellent attention to detail and time management skills. Strong interpersonal and written communication skills. Ability to work independently and prioritise tasks effectively. Familiarity with GDPR and data handling protocols.

Personal Attributes:

Excellent communication skills. Excellent punctuality and timekeeping. Ability to work under pressure in a fast-paced environment. Ability to work independently and as part of a team.

Employee Benefits:

28 Days Holiday. Company Pension 5%. Working at HYS allows you to be part of a close-knit community, making a tangible difference.
We invite candidates who are eager to contribute positively to our organisation while developing their administrative skills in a supportive environment.

Job Type: Full-time

Pay: 12.60 per hour

Expected hours: 35 per week

Benefits:

Company pension Free parking On-site parking
Schedule:

Monday to Friday
Language:

English (preferred)
Work Location: In person

Application deadline: 23/07/2025
Reference ID: HYS-Admin25
Expected start date: 11/08/2025