Responsible to: Executive Assistant
As the Senior Administrative Officer based in the Headquarters of Care after Combat, your role will be busy and dynamic and will include working with the whole team and across all aspects of Care after Combat’s business. You will work to the Operations Lead/Executive Officer but will also support the rest of the Senior Management Team and Executive Assistant.
We are looking for an exceptional individual to join our small friendly team to expand our in-house administrative and data capacity and expertise. You will be the focal point for administration, with an emphasis on monitoring, assuring and improving the quality of data held in the Care after Combat databases. You will also provide user support within a wide range of areas, including reporting, compliance, and governance.
You will be as comfortable crunching numbers, analysing datasets and acting on insights as you are supporting, training and mentoring others. Your excellent communication skills will help non-technical staff develop the confidence they need to use the CRM systems. A passion for Excel databases and other CRMs, experience using Salesforce would be desirable.
You will be enthusiastic, enjoy working on a variety of tasks, and motivated to deliver tangible outcomes. You’ll be a good team-player who is conscientious, well organised, and has excellent written and communication skills.
You will have excellent administrative and data skills with some experience in a similar role. There will be a range of training and development opportunities available.
Reporting to the Executive Assistant, you will assist with important data-related enquiries, work on reporting and analysis of data quality issues, and provide expert guidance to the staffing team on the best ways to assure and maintain the quality of their data.
You should have a passion for data and be committed to understanding the information needs of system users. You will have the ability to work independently towards meeting deadlines, to communicate effectively, and to adopt an assertive approach to problem solving. Other key requirements are a high level of attention to detail, and excellent data management and analytical skills.
You will be supported in your role by the Executive Assistant (your Line Manager), the Management Team, Accounts, the Administrative Assistant, and the wider Care after Combat Team.
Duties can include but will not be limited to:
- Close working with the CEO, Operations Lead/Executive Officer and Executive Assistant in providing Administrative and Data support as required
- Produce high quality Data reports and briefings to support both internal and external business.
- Effective communication, liaising with all Care after Combat and partner staff, voluntary mentors, veterans in receipt of Care after Combat and partner services, HMP prison staff, and external contacts
- Maintain position of integrity, appreciating the need for confidentiality when dealing with people and issues appertaining to this post
- Maintain the CRM (Salesforce) and other databases compatible with GDPR
- Act as the Charity’s Data Protection Officer (DPO)
- Assist with the definition of and improvements to data quality standards (we are aiming for ISO 90001), and work to ensure that all data, including migrated data, meets those standards.
- Developing improved methods for system-wide monitoring of data quality (fitness for the purposes/use of the data), data protection compliance and adherence to Care after Combat Rules for Participation.
- Work in collaboration with the Salesforce, Op NOVA NST and Op NOVA Performance Analyst Team to improve live data.
- Transforming and importing data and information from external sources into Salesforce
- Providing expert training, advice and assistance to other Staff regarding, data inputting, recording and reporting, processes, and working with them to ensure that data coming into Care after Combat meets sufficient levels of quality and integrity.
- Build and maintain a high level of up-to-date knowledge of the Salesforce functions and policies (where and how to find/access/import/export data, what data is stored, best practice for how it should be entered/maintained), as well as the relevant legislation and regulation governing these (GDPR/Data protection/Care after Combat privacy notice etc), in order to provide appropriate advice, guidance and training in relevant areas.
- Proactively develop and maintain effective relationships with Salesforce stakeholders at all levels from across the Charity and our partners with the aim of improving the users’ Salesforce-related knowledge, practices and experiences, particularly those involving data assurance, data migration, data quality, data governance, and data analysis
- Be a key contributing member of the Care after Combat Data Governance team and present at regular meetings/conferences.
- Deliver appropriate support to all users on issues of data management, such as reporting, querying, exports, imports, and matching data with other database systems.
- Develop ways of extracting and transforming the data from Salesforce and other databases to meet contractual reporting requirements.
- Represent Care after Combat as required and always work in line with the identified aims, values and plans of the charity
- Other duties that are relevant to the Senior Administrative Officer role may be assigned by the CEO/Operations Lead/Executive Officer
- Represent Care after Combat as required and always work in line with our aims, values, and plans.
Person Specification
Qualifications:
- Employment rights to live and work in the UK.
- Have a full and clean driving license
Desirable:
- A Veteran or relevant working experience with the armed forces, the prison service or a Veterans’ Charity.
- Working within the NHS or other statutory authorities as a data analyst.
Experience/ Knowledge:
- Minimum of 5 years’ experience in a similar role and prepared to undergo a competency based test pre interview.
- Proven excellent written and verbal communication skills, including the ability to relate confidently and effectively with both technical and non-technical colleagues, and via all appropriate mechanisms including email, telephone, face-to-face and screen-sharing.
- Ability to work collaboratively across teams and grades.
- Excellent analysis, analytical and innovative technical and problem-solving skills.
- Experience of preparing high quality reports.
Skills:
- Excellent working knowledge of Microsoft Word, Excel, PowerPoint and other CRM systems.
- Ability to train, mentor and instruct other users of CRM and IT systems.
- Excellent interpersonal skills: ability to network and communicate effectively with relevant outside agencies.
- Able to accept responsibility and to respond confidently and calmly when managing a very demanding workload.
- Able to work on own initiative, self-motivate and progress own work to deadlines once guidelines have been set.
Desirable
- Experience using Salesforce.
Values:
- Approachable, cooperative, and respectful of others.
- Dynamic and pro-active with a strong commitment to team working.
- Excellent problem-solving skills and application of independent thinking.
- Trustworthy, honest, ability to work automatously, take responsibility and demonstrates integrity.
- Ensure that the level of service provided is to the highest quality standards.
Working Conditions
Care after Combat takes the safety of its staff and volunteers seriously. A lone-working policy is in place to cover office staff.
This role will be subject to a full enhanced DBS check.
Hours: 37.5 Hours Monday to Friday.
Advert closes: 7 February 2025
Applications will only be considered on receipt of a CV and covering letter any applications missing either of these documents will be rejected.
No contact from external recruitment agencies please.
We reserve the right to close this job posting early if the required number of applications has been reached.
Job Type: Full-time
Pay: £29,500.00 per year
