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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

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

• 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.

• 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.

Essential:

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

Desirable:

• Advanced administrative or business qualification
• Experience with in 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,…