Assistant Administrator

Job Description

Job DescriptionThis is a key role supporting the organisation and its functions. The post holder will assist all members of the team including among a range of administrative tasks, arranging meetings, compliance checks, training and data inputting. They will contributeto the provision of quality services by providing administrative support in a professional and efficient manner to reflect the organisation’s reputation and will ensure the smooth running of the service administratively and as the first point of contact’with our partner organisations and local authorities.The post entails undertaking all office administration and organisational tasks to ensure the effective and efficient running of the service in accordance with our policies and procedures. Main Duties and Responsibilities

• To provide administrative support to the Property Compliance Manager and team.

• To respect confidentiality and to comply with your duty of confidentiality. Ensure all information is shared and/or stored safely and securely.

• To attend site visits.

• To respond to all telephone calls respectfully and communicate effectively and appropriately.

• Ensure filing is completed and files are maintained appropriately, including archives.

• Undertaking typing as requested within timescales. This includes ability to take minutes of meetings including, team meetings, providing accurate typed records, and disseminating records within agreed timescales.

• Updating and maintaining all electronic files, ensuring data is accurate and up to date at all times.

• Creating data analysis and statistics where required.

• Undertaking the ordering of stock and processing of invoices.

• Responsibility for liaison with outside agencies and contactors.

• The co-ordination of requests for reference checks, DBS etc.

• Assisting with Ofsted inspections and monitoring reports as and when they occur.

• Maintaining Health and Safety standards and reporting any breaches to the Management.

• Dealing with petty cash and bank records.

Supporting the team to chase completion of, and collate the required pre-approval checks for prospective staff including:

• DBS Checks
• Police checks/reports for fostering applicants who have lived in other countries
• Local Authority Checks
• Employment References
• Education References
• Medical Report Forms
• Any other required checks

Undertake any other duties as required by the Property Compliance Manager or Company DirectorHealth & SafetyTo engender a culture of safe working practice to ensure Amani Property Investments Limited’s compliance to its health and safety responsibilities.Information SystemsTo comply with the requirements of Amani Property Investments Limited and to abide by the contents of this policy when using IT systems. This will include handling and storage of all confidential data, which must not be stored on personal computers.PERSON SPECIFICATIONQualification and Training

• NVQ/SVQ in Business and Administration, Levels 1-4
• OCR Awards, Certificates and Diplomas in Administration (Business Professional), Levels 1-4
• BTEC Level 3 Award & Certificate in Principles of Business & Administration
• Driving essential

Knowledge and skillsGood levels of literacy and numeracy skills.

• Excellent written and verbal skills, and confident communication skills in order to deal effectively with the demands and needs of the service
• Typing, telephone and organisational skills
• Good attention to detail
• Ability to stay calm under pressure
• Methodical and thorough approach to work
• Organised
• Good at juggling tasks and prioritising
• A great team player
• A desire to show initiative
• Good recording and record keeping skills
• Excellent communication skills-verbal, emails etc
• Resourceful, proactive and forward-thinking
• Ability and willingness to identify, suggest and implement processes to improve the overall efficiency and running of the company
• Good computer skills-MS Word, Excel, Powerpoint, Outlook etc

Other Requirements

• Flexibility to pick tasks with the role being highly varied, with responsibilities spreading across a range of office functions
• Up to date Enhanced DBS and registration to DBS Updating Services
• Effective team player
• Ability to work in a diverse environment
• Ability to work independently with limited supervision. Ability to be a self-starter with the ability to multi-task and who thrives working in a busy environment.

Excellent organisational, administrational and interpersonal