Greenleaf House
Senior Administrative Officer
Dumfries
Posted about 1 month ago
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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
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.
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.
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.
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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.
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.
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.
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.
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.
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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
Greenleaf Benefits include:
- 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
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Skills
Diary Management
Minute Taking
Office Administration
Data Protection
GDPR Compliance
Pupil Record Management
KPI Reporting
Invoice Processing
Recruitment Administration
Health & Safety Administration
Stakeholder Management
Microsoft Office
Budget Tracking
Regulatory Compliance
Time Management
Written Communication