Worcestershire Wildlife Trust

Administrative Assistant – Job Description

Role: / Administrative Assistant
Job purpose: / To provide and develop administrative support for the Trust's activities staff and volunteers, through a programme of services, projects, the scope of which includes:
·  Administrative support
·  Co-ordination of the diary of meetings, events and bookings for Lower Smite Farm (the “Smite Centre”)
·  To contribute to the delivery of targets of the Trust's Strategic Plan and the overall administration and development of the Trust
Duration: / Permanent, 20 hours per week (13.00 to 17.00 Monday to Friday)
Salary: / c£17,000 FTE pro rata
Reporting to: / Finance and Administration Manager
Staff management: / None
Other key relationships: / Director, Finance & Admin Manager, Head of Resources, other Team Managers, Volunteer Receptionists

Key areas of activity:

a) Administration Support

·  Typing and word processing of correspondence, reports, email and internet

·  Dealing with incoming and outgoing mail/calls

·  Provide assistance to the Director, Team Managers and other members of staff and volunteers

·  Provide reception cover

·  Responsible for support rota of Volunteer Receptionists

·  Monitor stocks of stationery and other office supplies

·  Co-ordinate regular first aid training for staff and volunteers

b) IT support co-ordination

·  Liaising with our IT support contractors when issues arise

·  Ensure successful backup of data on main computer servers via IT support contractors

·  Day-to-day maintenance of virtual access email via IT support contractors

c) Smite Centre

·  Efficiently deal with maintenance issues

·  Manage our utilities providers including co-ordinating their onsite visits when required

·  Initial contact for Smite Centre bookings

·  Administration of meetings, bookings and events and Trust vehicle bookings

·  Weekly fire alarm/defibrillator/emergency lighting tests

d) Communication

·  Maintain regular contact and keep informed the Finance & Admin Manager, Director, Staff and Volunteers of all day to day activities and occurrences

e) Standards and Quality

·  To ensure that admin deadlines are met with special respect to papers for meetings

·  Work effectively and efficiently at all times

·  Manage our contractors database to ensure compliance with insurance and liability requirements

·  Maintain Authorised Drivers Information for staff and volunteers

f) Contribute to the overall work of the Trust

·  Assist with, attend and support events, activities etc., as required

·  Assist and support committees and groups

·  Develop and implement specific projects as required either in a lead role or as part of a team

g) Legal Obligations

·  Support staff and volunteers to ensure that all legal (including Health and Safety), and contractual obligations (including those with funders) are fully met, working with other staff where appropriate

PERSON SPECIFICATION

Personal Qualities

·  Self motivated

·  Well organised, accurate and methodical

·  Full clean driving licence

·  Able to work independently or as part of a team

·  Able to work with a wide range of people

·  Excellent telephone manner

Skills

·  Typing and word processing

·  Time management

·  Literacy

·  Presentation

·  Communication and organisation

·  Ability to under pressure

Knowledge

·  Microsoft Office software

·  Email and internet

·  Office procedures

·  IT hardware and software as used by the Trust

September 2017