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Administration Assistant

  • Location:

    Halesowen, West Midlands

  • Sector:

    Admin & Secretarial

  • Job type:

    Permanent

  • Salary:

    £18803 - £19910 per annum

  • Contact:

    Brook Street Birmingham Office

  • Contact email:

    [email protected]

  • Job ref:

    BMH/_1655723028

  • Published:

    about 2 months ago

  • Expiry date:

    1/08/2022

  • Startdate:

    ASAP

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
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