Regional Administrator

To lead and enhance all aspects of the administration processes maximizing administration efficiency to allow operations staff to provide the best quality of service to clients.

PRINCIPAL ACCOUNTABILITIES:

Reporting:

• Compilation and checking of statistical data and reports for use and analysis for use locally and nationally by the team and wider organization, including payroll, client contributions, service delivery hours, budgets, etc.
• Administer effective reporting systems to ensure a timely warning system for variances in budgeting, operational statistics, and HR information.
• Be actively involved in one-off administrative-related projects.
• Production of ad hoc operations reports, statistical data, and information.
• Maintain relevant databases and be proficient in their use.
• Update any printed materials so that information is accurate and current.

Administration:

• Lead the work of the administration support team to ensure administrative excellence.
• Maintain all records and administrative information.
• Produce and maintain standard operating procedures for all relevant administration processes in line with best practices.

Operations:

• Troubleshoot operations issues as they arise and manage issues up to and including the point of escalation.
• Assist in operational planning processes through maintaining long-term action plans.
• Support the implementation of high standards of care and commitment to excellence in services across the Operations Area.
• Ensure quality systems, documents, and standards are in place and reviewed as required.
• Promote the use of information technology as a key component of the role of the administration officer.
• Seek new and innovative ways to use information technology to enhance administrative efficiency.
• Keep all files organized and ensure ease of use for other users.
• Review payroll, travel expenses, invoices, and HR paperwork, checking for accuracy and completion.
• Perform all other general office duties.

Relationships:

• Liaise with other administrators on a regular basis to ensure consistency of administration services across the organization.
• Develop solid working relationships with all key stakeholders.
• Facilitate good communication between national offices and staff at various locations.
• Handle daily queries from staff (regarding annual leave, sick leave, etc.).
• Liaise with payroll, HR, finance, and IT as required.
• Coordinate training and meeting events for the operations area.

Knowledge (Education & Related Experience):

• Secretarial/office administration qualification desirable.
• Excel at a very high level is a must
• Highly proficient in Microsoft Office packages (Word, Excel, PowerPoint).
• Previous experience in a busy office environment.
• Previous experience working with financial information.
• The role will require travel to multiple sites so a full drivers licence is required.
• Computer certification or equivalent desirable.

Competencies:

• Excellent communication and interpersonal skills.
• Excellent organizational and prioritization skills.
• Strong accuracy and attention to detail.
• Conscientious and proactive approach to work.
• Ability to understand and respect the need for confidentiality.
• Ability to work both as part of a team and independently.