Office Administrator

Purpose

Keep administrative work organised so care staff and managers can focus on children, while protecting confidential information.

Reporting line

Directors with day-to-day coordination by the Registered Manager

Working arrangements

Monday-Friday; contracted weekly hours supplied before appointment, within the eight-hour shift standard.

England; specific location and weekly hours confirmed before appointment. Maximum eight-hour shifts include one hour of paid uninterrupted break with competent cover.

Key responsibilities

• Coordinate appointments, meetings and approved correspondence.
• Maintain secure document registers, version control and authorised access lists.
• Support recruitment scheduling without making suitability decisions.
• Process approved purchase orders, invoices and expense records with clear audit trails.
• Maintain training reminders, equipment records and visitor arrangements.
• Prepare meeting packs and factual minutes with controlled distribution.
• Direct safeguarding concerns immediately to the designated lead.
• Check public contact information and route enquiries to the appropriate team.

Experience

Relevant administration experience handling sensitive records, appointments and competing priorities.

Qualifications and registration

Relevant administration qualification or equivalent practical competence; secure digital working and accurate written English.

Essential capabilities

• Strong organisation, discretion and attention to detail.
• Competence in office software, secure filing and accessible communication.
• Ability to distinguish routine enquiries from urgent safeguarding concerns.
• Respect for approval limits and separation of finance duties.

Desirable experience

Experience in social care, education or healthcare administration.

What good performance looks like

Records can be retrieved by authorised staff, appointments are coordinated and administrative deadlines are met.

Benefits and safer recruitment

All employee benefits and recruitment standards apply, including 32 days holiday plus bank holidays, 8% employer pension, family medical and dental cover subject to insurer terms, and the clean driving licence criterion with reasonable adjustments where required. Required vetting is completed before a final contract.

Apply for AL05

Email hr@astha.org quoting this reference. HR will discuss the location, hours, secure application route and adjustments.