Support business efficiency and operational excellence in a fast-paced SaaS environment. As an Administrator at Phew, you'll play a vital support role across our growing business, helping maintain efficiency across departments while supporting our high standards in health and safeguarding software solutions. Using modern tools like HubSpot, Asana, and AI solutions, you'll help transform how we work while ensuring our specialists can focus on delivering impactful solutions.
Our Administrator is the operational cornerstone of Phew's growing SaaS business. This role combines attention to detail with proactive thinking - while you'll follow established processes, we encourage you to identify and suggest improvements that could benefit the wider team. At Phew, we embrace accountable roles with clear metrics and a priority-based framework. This enables you to work autonomously while seeing how your efforts directly contribute to company growth. You'll support the operational rhythm of the business - from customer support processes to internal communications - with success measured through compliance rates, process efficiency improvements, and team enablement metrics.
About Phew
We develop software and services that enable healthcare and public sector clients to streamline operations and enhance communication. Our growing, agile team is dedicated to delivering world-class solutions that make a real difference in critical sectors.
What You'll Do
Deliver Operational Excellence
- Execute daily operational tasks using our established frameworks and tools
- Maintain CRM (HubSpot) data quality and task workflows
- Monitor and manage shared inboxes, ensuring timely responses and proper routing
- Maintain and update company intranet and Standard Operating Procedures (SOPs)
- Provide coverage for client support desk, managing customer tickets effectively
Support Process Improvement
- Proactively identify and suggest opportunities for automation and process enhancement
- Support implementation of approved workflow improvements using HubSpot, Asana, and AI tools
- Document and standardise successful process improvements
- Brief team members on new processes and provide ongoing guidance
- Create clear documentation for process changes
Maintain Business Reports and Analytics
- Compile and distribute weekly and monthly KPI reports
- Monitor and report on compliance metrics and data quality standards
- Track and analyse sector news for internal distribution
- Maintain project management tools and reporting dashboards
- Ensure data accuracy and consistency across platforms
Support Quality & Compliance Systems
- Assist with maintenance of ISO 9001, 27001, 14001, and 14068 management systems
- Help document and track corrective actions and improvements
- Support internal audits and maintain audit trails
- Ensure administrative processes align with ISO requirements
- Keep compliance documentation up to date and readily accessible
- Support preparation for external audits and certifications
Enable Team Effectiveness
- Support cross-departmental projects and communications
- Process contract administration and sales support documentation
- Help facilitate internal knowledge sharing and documentation
- Provide administrative support to enable team focus on core responsibilities
Who We're Looking For
We need people who move purposefully and bring energy to everything they do - but know that great teams outperform great individuals every time. You should be:
- Organised and detail-oriented, with a talent for creating efficient systems
- Proactive in identifying process improvements and suggesting solutions
- Adaptable and quick to learn new tools and technologies
- A clear communicator who can explain processes effectively
- Someone who takes pride in supporting others' success
Requirements
* Previous administrative or operational support experience
* Experience with CRM systems (HubSpot experience preferred)
* Proficient with Microsoft Office suite
* Strong attention to detail and excellent organizational skills
* Full UK driving license preferred
* Ability to work primarily in our Thurleigh office (with the possibility of 1 day/week from home)
Benefits
We believe in rewarding people who bring their energy, embrace our pace of growth, and help make everyone around them better.
Salary & Rewards:
* Performance bonuses
* Annual salary reviews
Core Benefits:
* Primarily office-based with possibility of 1 day/week working from home
* Professional development opportunities
* 24 days holiday + bank holidays
* Life assurance (4x salary after probation)
* Company pension
* Regular eye tests
* Monthly company performance updates
Optional Benefits (Salary Sacrifice):
* Health insurance
* Electric car scheme
* Cycle to work scheme
* Additional pension contributions
Future Benefits:
* Share equity scheme