Upper Springfield Development Trust (USDT)

Job Description

Post:Community Family Support - Administrator

Responsible to:CFSP Co-ordinator

Hours:20 per week

Location:Top of the Rock Centre

Salary:£16,054 pro-rata

Main Purpose

The Administrator will work within the Job Assist Centre;employability mentoring, family support, training, advice and referral service wrapped around the needs of the individual who are treated as unique and valuable. The Administrator will work with the Community Family Support Programme and be responsible for establishing and maintaining effective office administration, record keeping using IT systems, reception duties and customer care.

Principal Duties

  1. Reception duties: maintaining the reception area effectively and to ensure that the public appearance of the area is neat and welcoming, answering the telephone, taking and forwarding messages. Greeting people on arrival, gathering initial caseloading details and directing them to the appropriate person.
  1. Maintain information management systems containing all relevant client information. Keeping records within project using manual filing systems and ICT and the confidential handling of beneficiary information and files.
  1. Maintain appropriate level of documentation/forms including client packs and resources to staff use.
  1. Managing appointments and office dairy including booking rooms and undertaking hospitality for meetings.
  1. Organising events and information sessions as required.
  1. Administering purchasing of goods, services and resources and maintaining financial records.
  1. Sourcing and collating quotes. Liaising with appropriate suppliers and/or training providers.
  1. Provide backup administrative support to CFSP team including, Co-ordinator, Training Officer, Quality Assurance Officer and Mentor team.
  1. Providing backup support for ESF financial claims.
  1. Liasing with local community groups, voluntary agencies and statutory providers.
  1. Undertaking typing, photocopying, faxing and emailing duties.
  1. Minute taking at meetings and distribution of information.
  1. Sourcing information for various projects and maintain a resource library.
  1. Undertaking staff development activities that shall enhance individual, team and organisational performance as well as ensuring a best practice service for local people in West Belfast.
  1. Assisting CFSP Co-ordinator in developing forward job plan for the post. This shall include ensuring all actions are undertaken and targets achieved. This shall be measured through regular, formal supervision with the CFSP Co-ordinator.
  1. Any other reasonable duties assigned by USDT.

This job description is not prescriptive and may change with the needs of the organisation.

February 2018

Personal Specification

The personnel specification shows essential skills, abilities, knowledge and/or qualifications required to be able to carry out the duties of this post. Please therefore address, in completing the application form, each criterion listed in the specification, drawing upon all of your experience, whether at work or on a voluntary basis.

It is essential that candidates clearly outline on their application how they meet each of the following criteria with specific examples. Only those candidates that do so will be shortlisted.

Criteria / Essential / Desirable
Demonstrable
Experience
Demonstrable
Qualifications/
Education / A demonstrable track record covering two years’ experience of working in administration;
Demonstrable experience of maintaining a busy reception area, including greeting people and operating a telephone switchboard;
Demonstrable track record covering two years’ experience of taking minutes;
Demonstrable experience in the proficient use of Microsoft Office Package: - such as Access, Access, Excel, Word, PowerPoint and Outlook.
Demonstrable experience of using/updating social media platforms such as:- Facebook & Twitter
NVQ Level 2 in Business Administration or equivalent;
OR
Where a candidate does not have the relevant qualification the experience of working within the field of administration will be enhanced to five years.
5 GCSE’s including Maths and English at grade C or above / ✓
✓
✓
✓
✓ / ✓
✓
Demonstrable
Skills & Aptitudes / Organisational & administrative skills
ICT skills
Ability to work as part of a team
Ability to meet deadlines and to prioritise workload
Ability to use initiative
Communication skills / ✓
✓
✓
✓
✓
Demonstrable
Other / Adhere to confidentiality
Ability to work flexible hours as necessary
An understanding of the issues within disadvantaged communities. / ✓
✓
✓

February 2018