Administrative Assistant

Location: Remote / Hybrid (Agile Working - Manchester Based)

Job Type: Full-Time, Permanent

Working Hours: 37.5 hours per week

We are currently recruiting for an organised and proactive Advice Administration & Workforce Planning Assistant to join a well-established professional services organisation.

This is an excellent opportunity for an experienced Administrator or Operations Support professional to work within a fast-paced environment, supporting workload coordination, managing client enquiries and ensuring the smooth running of daily operations.

• Monitor incoming client enquiries and allocate work to the appropriate Consultants based on availability, capacity and expertise.
• Support management with monitoring daily workloads and ensuring work is distributed effectively across the team.
• Assist with coordinating additional administrative support during busy periods.
• Manage the allocation of new clients and coordinate client reallocations where required.
• Communicate workload allocations and operational updates to relevant team members.
• Identify potential capacity issues and elevate concerns to management.

• Monitor shared inboxes throughout the working day, ensuring incoming enquiries are reviewed and allocated promptly.
• Coordinate the administrative allocation of sensitive and high-priority referrals to authorised team members.
• Check that relevant documentation and supporting information have been provided before referrals are allocated.
• Escalate urgent enquiries or matters requiring specialist review to the appropriate individuals.
• Maintain effective communication with Consultants and management to support efficient case progression.

• Maintain accurate daily registers, operational spreadsheets and workload allocation trackers.
• Update internal systems and records to ensure information remains accurate and accessible.
• Assist with producing operational reports covering workloads, resource allocation and departmental performance.
• Support the collection and organisation of data to assist with workforce planning and operational decision-making.
• Maintain accurate documentation to support internal compliance and audit requirements.
• Prepare and distribute daily operational communications.

• Assist with maintaining internal referral systems and administrative processes.
• Support scheduling, diary coordination and general operational planning.
• Identify opportunities to improve existing administrative processes and working practices.
• Provide ongoing administrative support to the management team.
• Work collaboratively with colleagues to ensure the department operates efficiently and consistently.

We are looking for someone who is highly organised, confident managing multiple priorities and comfortable working in a busy, deadline-driven environment.

• Previous experience in an administrative, operations support, scheduling or workforce coordination role.
• Excellent organisational and time-management skills.
• Strong attention to detail and the ability to maintain accurate records.
• Confidence managing shared inboxes, allocating tasks and coordinating workloads.
• Good Microsoft Office skills, particularly Excel and Outlook.
• Excellent written and verbal communication skills.
• The ability to prioritise competing demands and respond effectively to changing workloads.
• A proactive, solutions-focused approach to problem-solving.
• The ability to work independently while maintaining strong communication with colleagues and management.
• A professional and confidential approach when…