Senior Administrative Officer

Job Purpose

To provide high quality, efficient and responsive administrative support
to the Directorate, Senior Management Team (SMT), Head Office, and Education
Provision (School) within Greenleaf House.

The post holder will play a key role in ensuring the smooth running of
administrative systems, supporting strategic and operational delivery, and
maintaining compliance with regulatory, safeguarding, and organisational
requirements.

Key Duties & Responsibilities

1. Directorate & Senior Management Support

• Provide
  comprehensive administrative support to the Managing Director, Operations
  Director, and SMT.
  
• Coordinate
  diaries, meetings, and appointments, ensuring effective time management.
  
• Prepare
  and distribute board packs, reports, and performance dashboards.
  
• Take
  accurate minutes at senior meetings and track actions to completion.
  
• Support
  with preparation of Care Inspectorate / Ofsted documentation and audits.
  
• Support
  the Learning and Development Department with administrative tasks.
  

2. General Office Administration

• Act as
  a central point of contact for internal and external communications,
  including reception duties for the main building.
  
• Manage
  incoming calls, emails, and correspondence in a professional manner.
  
• Maintain
  organised filing systems (electronic and paper) in line with GDPR and data
  protection requirements.
  
• Oversee
  office systems including:
  
• Mail tracking
  
• Document control
  
• Shared drives and databases
  
• Order
  and manage office supplies and resources.
  

3. School & Education Administration

• Provide
  administrative support to the Greenleaf School / Learning & Skills
  function.
  
• Maintain
  pupil records, attendance logs, and education reports.
  
• Support
  coordination of timetables, meetings, and education reviews.
  
• Assist
  with documentation required for:
  
• Local Authorities
  
• Education inspections
  
• EHCPs / Additional Support Plans
  
• Ensure
  confidentiality and safeguarding standards are upheld at all times.
  

4. Data, Reporting & Compliance

• Maintain
  and update internal databases, spreadsheets, and tracking systems.
  
• Support
  production of:
  
• KPI reports
  
• Performance data
  
• Regulatory returns
  
• Ensure
  accurate record keeping to support:
  
• Care Inspectorate requirements
  
• The Promise
  
• SHANARRI wellbeing indicators
  
• Assist
  in monitoring compliance across services.
  

5. Finance & Procurement Support

• Process
  invoices, purchase orders, and expense claims in line with company
  procedures.
  
• Liaise
  with finance to resolve queries and maintain accurate records.
  
• Track
  budgets and support financial reporting where required.
  

6. HR & Workforce Administration

• Support
  HR processes including:
  
• Recruitment administration (interviews, onboarding, references)
  
• Training records and compliance tracking
  
• Absence monitoring systems
  
• Maintain
  staff records in line with regulatory standards.
  

7. Health, Safety & Operational Support

• Support
  administration of:
  
• Health & Safety systems
  
• Incident and accident reporting
  
• Compliance trackers
  
• Assist
  in ensuring services remain inspection ready at all times.
  

8. Stakeholder & Relationship Management

• Build
  effective working relationships with:
  
• Internal teams (care, education, psychology, HR)
  
• External stakeholders (Local Authorities, regulators, partners)
  
• Ensure
  a professional, responsive, and solution -focused approach at all times.
  

General Responsibilities

• Work
  in line with Greenleaf House values:
  
• Integrity
  
• Excellence
  
• Compassion
  
• Collaboration
  
• Maintain
  confidentiality and adhere to safeguarding policies.
  
• Ensure
  all work complies with:
  
• Data Protection (GDPR)
  
• Health & Safety legislation
  
• Equality and Diversity standards
  
• Contribute
  to continuous improvement and organisational development.
  

This role is critical to ensuring that Greenleaf House operates
efficiently at both strategic and operational levels, supporting leadership,
maintaining compliance, and enabling high -quality care and education for young
people.

Requirements

Essential:

• SVQ
  Level 2/3 in Business Administration (or equivalent) or relevant
  experience
  

Desirable:

• Advanced
  administrative or business qualification
  
• Experience
  within healthcare, education, or residential childcare
  

Knowledge & Skills

• Strong
  organisational and time management skills
  
• Excellent
  written and verbal communication
  
• High
  level of IT literacy (Microsoft Office, databases, reporting tools)
  
• Ability
  to manage sensitive and confidential information
  
• Understanding
  of compliance and regulatory environments
  

Experience

Essential:

• Experience
  in an administrative or clerical role
  
• Working
  with senior managers or leadership teams
  
• Managing
  databases, reports, and documentation
  

Desirable:

• Experience
  within:
  
• Residential childcare
  
• Education / school administration
  
• Multi -service organisations
  

Key Behaviours (Greenleaf Expectations)

• Professional
  & Reliable – delivers consistently high standards
  
• Proactive – anticipates needs and solves problems
  
• Collaborative – works effectively across teams
  
• Child -Centred
  Mindset – understands the impact of work on
  young people
  
• Adaptable – able to manage competing priorities in a fast -paced environment
  

Benefits

• 29 days holiday entitlement
  
• Additional annual leave with every two years of service
  
• Employee Assistance Programme (EAP) with a 24/7 wellbeing line and free counselling 
  
• Health Cash Plan, which includes dental and optical cover, physio therapies, and a 24/7 GP helpline
  
• Greenleaf For You platform which offers a range of savings including discounts, offers, and money back on vouchers
  
• Pension scheme with Nest Pensions