The Lucy Faithfull Foundation

The Lucy Faithfull Foundation

Job Description

Part Time Administrator –Epsom

Responsible to:Team Manager

Job summary: Undertake the general administration for the Wolvercote Team to ensure the smooth running of the office. To support the Internet services and helpline administrators as required.

Responsibilities:-

General Office Administration Responsibilities

Reception duties – to include receiving visitors, answering the phone, and taking and distributing accurate messages and faxes.

Collect and distribute post in the morning.

Monitor stationery and kitchen stocks and re-order when necessary.

Word process correspondence, including letters, minutes of meetings and any other typing that may arise. Format reports.

Keep filing up to date and initiate new files as necessary.

Book meeting rooms, internal and external and arrange refreshments as appropriate.

Co-ordinate the administration and recording of internal meetings and training.

Attend staff meetings and take minutes.

Book and raise orders for hotel and travel for conferences, training andpractitioner/client meetings.

Ensure that duty sheets are collated, recorded and sent to H.Q. Copies to be kept on file.

Keep the whiteboard diary and office diary up to date.

Maintain a record of staff annual leave and sick leave and inform HR Manager. Record in office diary; co-ordinate sick leave forms for despatch to HR Manager.

Data back-up system – ensure daily backup of Wolvercote data.

Liaise with the office cleaner and review cleaning contract as required.

Maintain/review office Health and Safety/procedures and keep records as required.

Maintain data protection and confidentiality procedures, including the collection of confidential waste

Liaise with landlord as required

Arrange office fire safety assessments and PAT testing

Maintain records of office security systems

Maintain record of office first aid providers.

Additional Responsibilities

Liaise with Practitioners and Programme Facilitators, and provide programme materials as required

Assist with the Stop it Now database and admin as required.

Support the Internet Services administrator as required

General

Liaise with outside agencies and H.Q. staff as required.

Maintain effective communication/liaison with colleagues to ensure administration systems are in place and office administration cover is maintained.

Work within the policies and procedures of the Foundation.

Participate in training, supervision and team meetings in order to discharge the responsibilities of the post effectively.

Ensure office administration meets data protection procedures.

Due to the developing nature of this role, the post holder will need to be flexible and able to adjust working schedules and practices to meet new needs and opportunities.