Administration Executive

Summary of The Role The Administration Executive will play a crucial role in ensuring the smooth operation of the Quality and Therapeutic Support Department by overseeing and coordinating various administrative functions. The role will mostly support the Director, Head of Quality and PBS Lead. The responsibilities will include managing governance records, facilitating communication, organizing documents, assisting with calendar management, minute-taking, coordinating policy reviews and providing administrative support to different departments. The ideal candidate for this position will be highly organized, detail-oriented, and proficient in multitasking. Role Responsibilities 

• Providing ‘day to day’ assistance and support to the Director; coordinating correspondence, proactive/accurate management of diaries, Video Conferencing and other calls, emails, arranging, tracking, and monitoring meeting actions.
• Managing tasks assigned by the Director to her team members and ensuring completion by following up with team members.
• Acting as the administrative point of contact between the executives and internal/external clients.
• Handle requests and queries appropriately.
• Organizing and attending Team Meetings, Quality Review Meetings, Serious Incident Review and High-Risk Panel meetings, to take accurate minutes at these meetings, circulating them for review and recording outcomes and actions on the relevant trackers and action plans.
• Scheduling and coordinating other governance meetings, including quarterly Governance Meetings, H&S Committee and commissioner feedback meetings.
• Provide administrative support across various Strategic Projects to the Team monitoring workstreams deliverables.
• Maintaining and creating trackers, reports, presentations and data analysis, including the weekly and monthly reports, and the CQC notifications tracker.
• Distributing audit and inspection reports to services, arranging feedback meetings and following up actions.
• Managing the policy review process: coordinating reviews with policy owners, formatting and version control, keeping the Policies and Procedures Index up to date, and making sure updated policies are published, uploaded to the LMS and shared with staff.
• Compiling the Monthly Quality Overview, summarizing lessons learnt for managers and Directors.
• Supporting the Health and Safety and Therapeutic teams with administration support, such as Business Continuity Plans, staff alerts, surveys and resources.
• Maintaining the company-wide Activity Index, a regional guide to accessible community activities, by collecting information from colleagues across the company and keeping it up to date and accurate.
• Ad-hoc administrative support to the company secretarial team as required.

Essential Skills, Knowledge & Experience

• Degree in Administration, Business, Human Resources or related field.
• Minimum 4 - 5 years of experience.
• Proven admin experience.
• Excellent communication skills in fluent English, professional and friendly phone etiquette.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams and SharePoint) and administrative software.
• Experience of using AI tools to support day-to-day work, such as drafting minutes, summarizing documents and organizing information.
• Excellent project management skills.
• Exemplary planning and time management skills.
• Exceptional organizational and multitasking skills.
• Ability to work well under pressure and meet deadlines.
• Ability to handle confidential and sensitive information with discretion.

Personal Attributes

• Must be accountable with a strong work ethic, a sense of urgency and ownership, and be able to work effectively both independently and as part of a team.
• Data driven, highly organized, and detail-oriented.
• Able to deliver as efficiently as possible without compromising quality or the customer experience.
• First class communicator with an ability to engage sales teams, operational teams and customer stakeholders up to a senior level with confidence.
• Efficient in approach, developing optimized and simple working methods and processes with a keen eye for detail.
• Continually improving, caring about quality, and delivering customer value.

Work Environment 

• General Work Hours: 1.30PM – 10.30PM (WFH) Sri Lanka Time – 45hrs/week.
• Location: Remote WFH + Occasional Meets at our Colombo 5 office – Sri Lanka.
• Benefits: Paid leave, career upskilling opportunities, eLearning courses.