Administrative Assistant

Advice Administration & Workforce Planning Assistant

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

Job Type: Full-Time, Permanent

Working Hours: 37.5 hours per week

Salary:

About the Opportunity

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.

Key Responsibilities

Workforce Planning & Work Allocation

• 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 escalate concerns to management.

Inbox Management & Case Coordination

• 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.

Operational Administration & Reporting

• 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.

Process Improvement & Team Support

• 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.

About You

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

The ideal candidate will have:

• 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 handling sensitive information.

Desirable Experience

• Previous experience in professional services, HR, employment law or a consultancy environment.
• Experience supporting workforce planning, resource allocation or operational scheduling.
• Familiarity with CRM systems, case management platforms or workflow tracking tools.
• Experience producing reports and maintaining operational performance data.

Why Apply?

This is a fantastic opportunity to become an integral part of a busy and established professional services team.

The role will suit someone who enjoys taking ownership of their responsibilities, working collaboratively with colleagues and contributing to the efficient running of a department.

You will gain exposure to operational management, workload planning, reporting and internal process improvement, providing valuable experience for future career development.

If you are an organised and motivated administrator looking for a varied role with responsibility and opportunities to develop, we would love to hear from you.

Apply today to find out more about this opportunity.