Aston-Mansfield

JOB DESCRIPTION

POSITION: Administrator

EQUAL OPPORTUNITIES, HEALTH & SAFETY:

It is required that the duties described are undertaken in accordance with Aston-Mansfield's operational policy with particular reference to Equal Opportunities and Health & Safety.

PRIMARY TASK: To provide the Strategic Management Team with administrative and organisational support.

AUTHORITY:To supervise and appraise Aston-Mansfield head office volunteers and office placements on behalf of the General Manager. To exercise delegated authority within Aston-Mansfield's policies to liaise with any of Aston-Mansfield’s staff on the General Managers or SMT’s behalf in fulfilling the following duties.

ACCOUNTABILITY: To be directly responsible to a member of the Strategic Management Team

1.RELATIONSHIPS:

1.1. To keep the assigned supervisor informed of matters relating to operational duties, and advise of the need for new procedures to be considered.

1.2. To maintain good working relationships with the General Manager, SMT and key staff.

1.3. To maintain relationships with other individuals and agencies including statutory authorities and community leaders in Newham and beyond, with whom the senior managers work.

1.4.To work closely with the Co-ordinators and other administrative staff.

1.5.To develop and maintain a relationship with key users throughout the organisation.

2.KEY TASKS:

2.1.To ensure that paper and electronic filing and information systems are kept up to date, maintaining the staff database and other Aston-Mansfield files of a sensitive nature. To organise information needed for management reports and help compile management reports.

2.2.To assist the General Manager in maintaining a list of approved suppliers and monitoring supply contracts for best value and environmental impact.

2.3.To assist the General Manager and Assistant General Managers with confidential correspondence, Board and other minutes and report writing. To administer the advertising and recruitment to vacancies.

2.4.To maintain the administration concerned with the Plaistow centre and the new business centre for the Assistant General Manager.To administer conferences, seminars and training events from time to time including the arrangement of suitable venues, catering and other resources as appropriate.

2.5.To assist with the publication of company plans, internal reports and liaison with the fundraising and marketing officer.

2.6.To provide administrative support for the threeproject co-ordinators within the time allocated and in liaison with the Assistant General Manager - projects.

2.7.To undertake monthly induction of new staff in the use of the IT network.

2.8.To maintain a task list for action prioritised in conjunction with the General Manager.

3.OUTCOMES:

  1. The efficient administration of the central management function of Aston-Mansfield, shown in the ability to combine administrative competence with good relationships with staff.
  1. The efficient administration and support for Aston-Mansfield project co-ordinators
  1. Good public relations to enhance Aston-Mansfield’s image in the wider community.
  1. Full use of the established channels of communication
  1. Care of property and equipment
  1. The development of professional competence
  1. The meeting of targets established in the strategic plan and those set in supervision.

Agreed and signed by:

MEMBER OF STAFF:

LINE MANAGER:

DATE

Revised February 2010