ABERDEEN FOYER

JOB PROFILE

This post is part funded by the European Union

JOB TITLESenior Administrator

SALARY£19,104.08

RESPONSIBLE TOOperational Manager/Co-ordinator

RESPONSIBLE FORVolunteers, Students and Work Experience Placements

JOB PURPOSEThe provision of an administrative and clerical support service to ESF teams and ensure that all ESF paperwork has been completed correctly and record appropriate information on to database

Key Responsibilities

  • To provide a comprehensive administrative and clerical support service for the ESF team
  • To undertake a broad range of administrative tasks including photocopying, typing, filing, reception, opening/distributing mail and other IT related administrative tasks
  • To utilise relevant filing systems
  • To assist the ESF Teamduring theparticipantrecruitment process and support the appropriate administrative tasks
  • To provide support with the administration of letters to participants, partner organisations and employers as required
  • To maintain and update the ESF database and assist in the production of reports and statistics as required.
  • To assist participants with the administration around financial inclusion activities as required
  • To manage telephone calls on behalf of the team to arrange appointments, ensuring an accurate record of any messages are relayed timeously to the relevant team member

Internal Liaison

  • To liaise with other Foyer staff as appropriate to ensure a comprehensive and efficient administration service

External Liaison

  • To liaise with external organisations and individuals as required in relation to meetings, correspondence and enquiries

Other

  • Carry out all duties in accordance with the policies and procedures of Aberdeen Foyer
  • To participate in supervision and identified training and development opportunities
  • To carry out other relevant duties as may be required from time to time that are broadly consistent with the job description but are not included in it

PERSON SPECIFICATION

/ Standard E or D* / Assessed via A or I*
Experience
1.1 / Previous administrative experience / E / A/I
1.2 / Previous experience of IT packages including excel, word, outlook, databases / E / A/I
Skills and Abilities
2.1 / Good IT skills including excel, word, outlook, databases / E / A/I
2.2 / Excellent customer relation skills / E / A/I
2.3 / Excellent communication skills – oral and written / E / A/I
2.4 / Friendly and efficient telephone manner / E / A/I
2.5 / Good literacy and numeracy / E / A
Knowledge
3.1 / Knowledge of ESF / D / I
Commitment
4.1 / An empathy and commitment to the aims of the Foyer / E / I
Qualifications
5.1 / Educated to Standard Grade Level / E / A
5.2 / Administrative qualification / D / A
Special Conditions
6.1 / Standard Disclosure Check may be required / E / A
6.2 / Occasional evening and weekend work may be required / E / I
Personal Qualities
7.1 / Well organised / E / I
7.2 / Friendly and welcoming / E / I
7.3 / Presentable / E / I
7.4 / Punctual / E / I
7.5 / Able to maintain a calm approach at all times / E / I
7.6 / Sense of humour / E / I
7.7 / Able to work on own initiative / E / I

E – EssentialD- DesirableA – ApplicationI – Interview