Administrative Assistant / Regional Office Administrator

Purpose of the Role

To provide comprehensive administrative and office support to the Senior Regional Administrator and wider regional team, ensuring the efficient day-to-day operation of the office and delivering a high standard of service to members, representatives, colleagues, and external stakeholders.

Key Responsibilities

Administrative Support

• Provide administrative assistance and support as directed by the Senior Regional Administrator.
• Undertake a wide range of general office and membership administration duties to support the effective functioning of the regional office.
• Prepare, type, proofread, and distribute correspondence, reports, and other documentation as required.
• Assist with internal and external communications, ensuring all communications are delivered professionally, accurately, and in a timely manner.

Membership and Database Administration

• Maintain accurate records, databases, filing systems, and other information systems, both electronic and paper-based.
• Develop and maintain a good working knowledge of the membership system.
• Generate, compile, and distribute membership reports and data as required.
• Ensure all records are updated and maintained in accordance with organisational procedures.

Reception and Customer Service

• Provide reception cover and other front-of-house duties as required.
• Welcome visitors and callers in a professional, courteous, and helpful manner.
• Answer incoming telephone calls, deal with routine enquiries, take accurate messages, and direct calls to the appropriate individuals.
• Respond effectively to enquiries from members, representatives, colleagues, and external contacts.

Communications and Correspondence

• Receive, sort, and distribute incoming mail and emails efficiently and in line with office procedures.
• Prepare and dispatch outgoing correspondence, emails, and documentation to members and other contacts.
• Monitor and follow up on incoming and outgoing communications to ensure queries are resolved promptly and efficiently.

Office Operations

• Maintain adequate stocks of stationery, office supplies, and printed literature.
• Ensure storage areas are organised, clean, and well maintained.
• Remove outdated materials and literature as appropriate.
• Support recruitment and membership campaigns by maintaining supplies of promotional materials.

Meetings and Events

• Book meeting rooms and coordinate room schedules.
• Arrange catering and logistical requirements for meetings and events as required.
• Provide administrative support for meetings, including preparing documentation and distributing information.

Teamwork and Collaboration

• Build and maintain effective working relationships with colleagues and stakeholders.
• Work collaboratively with team members to support regional and organisational objectives.
• Contribute to a positive and professional office environment.

Knowledge, Skills and Experience

• Previous experience in an administrative, office support, or customer service role.
• Strong organisational and time management skills with the ability to prioritise workloads.
• Excellent verbal and written communication skills.
• Good working knowledge of Microsoft Office applications and office systems.
• Experience maintaining databases and electronic filing systems.
• Ability to handle confidential information with discretion and professionalism.
• Strong attention to detail and accuracy.
• Ability to work effectively both independently and as part of a team.

Personal Attributes

• Professional, approachable, and customer-focused.
• Reliable, flexible, and proactive.
• Strong interpersonal skills and ability to build effective working relationships.
• Able to work under pressure and meet deadlines.
• Committed to delivering high standards of service and support.

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