Job Description

We are looking for a proactive and highly organised Operations & Administrative Assistant to help ensure the smooth and efficient running of our recruitment agency offices in Basingstoke and Southampton.

The successful candidate will be working closely with our Operations Director. This is a varied and dynamic position involving administration, logistics, marketing, and compliance, all aimed at delivering an exceptional experience for both our clients and team members.

The ideal candidate must have strong communication skills, both oral and written, be adaptable, detail-oriented, and comfortable working across multiple areas of the business, from candidate communication and reception duties to liaising with the Head Office and marketing support.

Answering and directing phone calls with professional etiquette Managing incoming and outgoing correspondence via email and postal services Organising meetings, appointments, and maintaining calendars Performing data entry tasks accurately using Microsoft Office and Google Workspace applications Assisting with invoicing and bookkeeping using Free Agent Maintaining organised filing systems both digitally and physically Preparing reports, presentations, and other documentation as required Supporting team members with administrative tasks to ensure smooth office operations Managing office supplies inventory and placing orders when necessary

Requirements

Proven office experience or administrative background Strong computer literacy, including proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Gmail, Drive, Calendar) Experience with Free Agent or similar accounting software is desirable Excellent organisational skills with the ability to prioritise tasks effectively Strong typing skills with high accuracy and speed Good phone etiquette and communication skills Data entry experience with attention to detail Clerical experience demonstrating familiarity with filing systems and document management Ability to work independently as well as part of a team in a fast-paced environment

Key Responsibilities

Candidate Recruitment Support

Placing adverts on national job boards, conducting screening calls, and pre-interview documentation Ensuring all Compliance Documentation and Training for selected candidates are on track Liaise with the compliance department and ordering teams in the Head Office regarding uniforms and delivery updates. Arrange and coordinate candidates' placement at Health Care facilities across Hampshire.

Administrative Support

Assist the admin team with emails, candidate bookings, and general enquiries. Collect vendor feedback, create surveys, and compile reports to track satisfaction and identify improvement areas. Support CQC compliance and record audits Provide general administrative support to the Directors and wider team.

Finance & Reporting

Assist with accounting and financial administration, including preparing invoices, recording payments, and managing bills. Help reconcile records and maintain accurate documentation for reporting purposes.

Person Specification

Essential Skills & Attributes

Excellent organisational and multitasking skills. Strong communication and interpersonal abilities. Confident using Microsoft Office, Google Drive, and CRM/email platforms. Attention to detail and accuracy in all administrative and financial tasks. Willingness to travel between locations as required (minimal). Professional, approachable, and patient-focused attitude.

Desirable

Experience in healthcare recruitment and agency administration. Understanding of CQC requirements or healthcare compliance. Creative flair for marketing emails and ideas.

Other Information

This is a varied, hands-on role ideal for someone who enjoys working in a dynamic environment and supporting various aspects of the recruitment agency operations. The role may evolve as the business grows, and flexibility is key. Excellent IT Skills are a must. In the performance of the duties outlined in this , the post-holder may have access to confidential information relating to candidates, agency staff and other healthcare workers. They may also have access to information about the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Enhanced DBS Adult and Child certificate is desirable (The practice may conduct one for the ideal candidate)

Job Types: Full-time, Part-time

Pay: 13.00-14.00 per hour, depending on experience

Benefits:

Free parking On-site parking

Work Location:

In person

Language:

English (required)

Work authorisation

:

United Kingdom (required) Proof of identity and eligibility to work in the UK. Able to travel occasionally for work within the UK. On rare occasions, able to work on evenings and weekends to meet the demands of the job with compensatory time off.

Application Process

Please provide a

covering letter

along with your CV,

outlining how you consider your skills and experience provide evidence of your suitability for the role.

Please note that applications will be considered as they are submitted, and interviews will be held as required; consequently, this job may be closed early if a successful candidate is appointed.

Job Types: Full-time, Part-time, Temporary

Pay: From 13.00 per hour

Benefits:

Free parking On-site parking
Work Location: In person