Administration Assistant

Job Description

THE ROLEI am currently recruiting for an Administration Assistant for my client based in Halesowen. You will be supporting the Resources Manager in the management of Halesowen Office/Collaboration Hub and to provide general administrative support to SMT. This includesdeputising for the Management Secretary/Regional Support Officer where appropriate. This is a newly created position providing general administrative support within the Resources Team and to the wider Senior Management Team.KEY RESPONSIBILITIES/DUTIES

1. Reception
2. Administration of record keeping
3. Finance
4. General administration

Reception

• To provide or assist in providing telephone and reception arrangements which are welcoming to children, young people, families and visitors. This involves applying sensitive listening skills and providing a calm influence, particularly when users are agitated,possibly angry and confused - and will require accurate feedback of any remarks or actions to appropriate staff where the post holder has cause for concern
• Process incoming and outgoing mail and deal with deliveries
• Maintain Reception and waiting areas in a clean tidy and welcoming condition
• Maintain a diary of events, meeting and the locations of staff as required

Administration

• To develop and maintain records, both electronically and manually
• To update attendance records via an electronic or paper system
• To update and maintain records of family attendance and outcomes
• To produce statistical reports as required including generating reports from the electronic registration system
• Assist with documentation for any inspections
• Update essential policies and guidance documentation
• Prepare documentation and presentation information as required

General Administration

• Arrange meetings and take minutes when required including the circulation of minutes and associated papers
• Arrange appointments as required
• Provide cover as required
• To provide general administrative support as required, including the opening and closing the building
• Provide administrative support as required
• Any other duties commensurate with the grading and as required by either the Office Manager/Service Manager or Senior Administrator

Support to Resource Manager/Management Secretary

• Dealing with incoming donations and any national fundraising initiatives including arranging to send via Parcelforce, collating responses, keeping records and ensuring thank you letters are sent
• Dealing with incoming phone calls/voicemails/emails and responding accordingly
• Returning IT equipment
• Maintaining high and low value inventories
• Deputising for Management Secretary in line with the scope and grading of this post

Admin Support to SMT

• Arranging meetings using MS Teams or Zoom or face to face
• Taking minutes at line group meetings and at other meetings as required
• Booking travel and accommodation for SMT as required
• Supporting with administration of regional events e.g. OMG, Conferences, which may include attending and providing support on the day, issuing badges, signing attendees in, producing materials
• General administration support to SMT within the scope and grading of this post

PERSON SPECIFICATIONPlease note: Applicants must demonstrate in their application form that they currently use the skills outlined below or have used them previously in employment, education, training, volunteering or in another role.

• Well-developed numeracy and literacy skills
• Substantial experience of IT systems including the use of word, Excel and database systems
• Substantial experience of general office procedures
• Substantial experience of data inputting, maintaining records and producing statistical reports
• Substantial experience of telephone/reception duties
• Able to model required behaviours
• Able to maintain strict confidentiality and work within data protection guidelines
• Able to work effectively as a member of a team and on own initiative
• Able to work in a thorough and systematic way, paying attention to detail
• Able to communicate effectively with staff, young people and visitors
• Able to deal with constant interruptions from visitors, staff and young people
• Able to prioritise own workload and meet tight deadlines
• Planning and organising: Ensure the successful achievement of results through effective planning and management of resources
• Enthusiastic approach: Particularly to the use of IT and willingness to undertake training in order to ensure the competency level required for this role
• Team Working: Building and maintaining good working relationships with colleagues to foster team spirit, commitment to the team and achievement of shared goals
• Interpersonal Effectiveness: Demonstrate professional and well-developed interpersonal skills, influencing others, managing conflict and promoting teamwork and collaboration, thereby enabling effective responses to a diversity of individuals, cultures andenvironment

SALARY AND WORKING HOURSMonday - Friday, 9:00am - 5.00pmSalary ranges from £17,908 to £18,9962Permanent roleBENEFITS

• Offers from major high-street brands
• Discount cinema tickets
• Discounts on holidays
• Cycle-to-work scheme
• Employee assistance program
• UNISON membership available
• 26 days annual leave as standard which increases after 5 years
• Pension scheme available

COMPANY VALUES

• Respecting the unique worth of every person
• Encouraging people to fulfil their potential
• Working with hope
• Exercising responsible stewardship