Job description – Administration AssistantJanuary 2016

JOB DESCRIPTION

Job title: / Administration Assistant
Location: / Head Office at 62 Summer Street, or other locations as required
Salary: / Scale points 16-20 (currently £16,238 - £17,723)
Responsible to: / Office Administrator
Responsible for: / Volunteers working in Administration or Reception
Job purpose: / To enable the day to day service delivery to homeless people through the provision of effective administrative support for the organisation as required.

1.JOB ACTIVITIES

  1. Providing overall effective administrative support as part of the admin team to corporate and service functions of the organisation as required.This support includes general administration duties, administration of finance, HR admin, payroll collation, fundraising admin, IT, Health and Safety admin and admin relating to general corporate affairs.
  2. Provision of general administrative services as part of the admin team to include, but not restricted to: reception duties such as answering telephone, incoming and outgoing mail; word processing; data collation and input; filing and archiving; handling petty cash; photocopying, purchasing.
  3. Contributing to provision of a reception service atAdvice, Information and Support service which includes assisting service users; receiving donations and supervising volunteers on occasion.
  4. Contributing to provision of a training service which includes co-ordinating bookings for the training room and supporting any training activity by arranging training materials, catering etc.
  5. Undertaking any other duties consistent with the post.

2.GENERAL TERMS OF REFERENCE

In carrying out the above activities, the Administrative Assistant will:

  1. Maximise his/her own performance and contribution to the admin team by having a flexible approach to the work of the team,be committed to providing a first class support service,demonstratingcomputer competence, excellent communication skills, time management skills and interpersonal skills.
  2. Have a thorough knowledge of MS Office, particularly Word and Excel.
  3. Work well individually as well as being an effective team player.
  4. Plan and prioritise work.
  5. Seek to improve his/her knowledge and skills by both formal and informal means.
  6. Ensure they comply with internal and external regulations, policies, procedures and other requirements relating to our work.
  7. Act professionally and discreetly at all times. During the course of carrying out the duties of this post, the post holder will have access to confidential information and must maintain confidentiality at all times.
  8. Maintain the good reputation of the organisation.
  9. Keep abreast of developments and legislation relevant to our range of activities.
  10. Carry out other relevant work commensurate with the post as required.

3.BASIS VALUES AND EQUAL OPPORTUNITES

  1. To respect and work according to AberdeenCyrenians’ aims and values in all aspects of the job and be responsible for the demonstration of these in the course of the daily work.
  1. To respect and work according to our Equality & Diversity Policy and ensure its promotion in the course of daily work.

PERSON SPECIFICATION

Requirement / Essential/Desirable

1 Experience
Be able to demonstrate an aptitude for working with figures.
Experience of administrative work
Experience of maintaining records, using both computer and manual systems.
Experience of collection and input of data for statistical purposes and of monitoring of information returned.

2 Skills, Education and Knowledge
Educated to at least HNC/SVQ Level 3 level in Business Administration or able to demonstrate experience to this level.
Good level of computer literacy in word processing and spreadsheet packages with appropriate qualifications.
Able to demonstrate excellent communication and interpersonal skills.
The ability to work effectively in a team situation.
The ability to appropriately use own initiative and manage time.
3 Personal Qualities
Non-judgemental attitude.
Flexible, confident, committed and enthusiastic approach to work.
Calmdemeanour and able to maintain confidentiality.
Logical, analytical approach.
Confidence to deal effectively and professionally with a range of internal and external “customers” whilst adhering to own deadlines.
4 Aberdeen Cyrenians Aims & Values
Candidates must be able to respect the aims and values of our work. / E
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