• FredaJ

Administrative Assistant Job Description

Updated: Jun 20

Job Purpose-Administrative Assistant Job Description


As Administrative Assistant you provide administrative support to facilitate the efficient operation of all work undertaken by the team including handling enquiries, collating, recording and disseminating key information and organising meetings.




Information must be handled in accordance with data protection regulations and other applicable regulatory requirements. You act as a point of contact for enquiries to the team, being responsible for managing key email inboxes shared by the team members. You respond to queries or flag them for the attention of the relevant team member as appropriate, monitoring whether queries and tasks are completed in a timely manner.


Key Responsibilities-Administrative Assistant Job Description


Administration of team processes


Provide administrative support to the Team. Maintain records and update information sources, contribute to the planning and co-ordination of duties of the team, assist in

identifying areas of improvement on processes, liaise with team members and others for information.


Act as a point of contact for enquiries to the team and take responsibility for

monitoring the email inboxes. Respond to queries where appropriate and

escalate queries or seek clarifications, as necessary. When signposting emails/queries to the relevant team member, check that actions are completed /

responses made in a timely manner, alerting the relevant colleague as necessary.


Liaise with internal and external colleagues, collaborators and stakeholders regarding the completion of administrative tasks, provision of data, review of documents etc. This includes monitoring that tasks are completed and checking that relevant information is accurate and complete, following up and escalating as appropriate.



Support the process of collecting signatures for contractual agreements. This may include forwarding emails to the appropriate signatories and ensuring these are actioned.


Update and maintain multiple tracking spreadsheets across work streams, such as sign-off and completion of agreements, communications and actions.


Assist team members with preparations for audits and regulatory submissions. This includes assisting with monitoring the Incident Log and with document production.


Data Recording


Track email communications and record all relevant information regarding the team’s activities in the appropriate location. Maintain the Standard Operating Procedure (SOP) and Policy Index for teams. This includes monitoring review dates of individual SOPs and liaising with the relevant teams so that this Index is completed and updated as required.


Create and maintain logs, e.g. for SOP and Policy training.





Additional Administrative Duties


Organise meetings (such as study-specific or regular team meetings), book rooms, arrange hospitality, send invites and take notes/minutes.


Support the day-to-day work of the Team as required:

- Record data.

- Collect and process incoming and outgoing mail, collating letters and documents for mailing.

- Word process documents for mailing or disseminating.

-Carry out other administrative duties as required e.g. providing general clerical support, photocopying etc.


Knowledge Experience Skills and Education-Administrative Assistant Job Description


Education

Educated to at least A level standard/ NVQ level 3 or equivalent, or equivalent level

of practical experience


Specialist Knowledge & Skills

  • Highly competent in Microsoft Word

  • Competent in Microsoft Excel, and in email packages such as Microsoft Outlook

  • Working knowledge of MS Office 365 including Teams

  • Working with filing systems and databases

  • Excellent organisational skills and to be able to prioritise tasks

  • The ability to work independently to a high degree of accuracy and efficiency

  • A flexible approach to work

  • Able to deal appropriately with confidential and sensitive data




Interpersonal & Communications Skills

  • Excellent written and verbal communication skills

  • Excellent interpersonal skills


Relevant Experience

Administrative experience, preferably acquired in a similar setting

Experience of inputting data and conveying information accurately



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