Job Description

THE ROLE

I 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 includes deputising 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 SPECIFICATION

Please 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 and environment

SALARY AND WORKING HOURS

Monday - Friday, 9:00am - 5.00pm

Salary ranges from £18,803 to £19,910

Permanent role

BENEFITS

• 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