Administrative Assistants

Job Description

Job Title:Administrative Assistants

Accountable to:Department Manager

Salary: £16,918per annum pro rata

Location:Various locations inNorth Belfast

Pension:7% E’er pension contribution

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Ashton Community Trust are looking to build a ‘pool’ of suitable candidates. This pool of candidates will be used to fill vacancies in new contracts and existing contracts as the needs arise. If you are successful in your application, you will remain on the waiting list for 6 months or until the list is exhausted. This will be a mixture ofPermanentand Fixed Term Contracts.

Job Background

The post holder will be employed by Ashton Community Trustto help develop and maintain administrative and finance support services to ensure the efficient operation of Ashton Community Trust.

Main Responsibilities and Accountabilities

  • Maintain all administrative procedures including databases and managing information systems.
  • Answering queries via telephone and email in an appropriate professional manner.
  • Maintaining a diary system to ensure all meetings are scheduled correctly.
  • Maintain a strict code of confidentiality with all matters regarding the service.
  • Ensure all records are filed appropriately.
  • Work with all Ashton Community staff to ensure quality service delivery to all stakeholders.
  • Undertake any other appropriate duties which may be reasonably allocated.
  • To produce accurate and timely letters, reports and any other information required
  • To carry out all financial functions in accordance with ACT’s Financial Procedures
  • Prepare and co-operate with all funders external audits.
  • To undertake reception duties when required.
  • To undertake any other appropriate duties as required.
  • To attend project and staff meetings when required.

Status of the Job Description

This job description is not incorporated into the employee’s employment contract. It is intended as a guide and should not be viewed as an inflexible specification and it may be varied from time to time in the light of strategic developments following discussion with the post holder. The post holder will be expected to work to objectives agreed with the line manager.

Person Specification

Note to Applicant: When completing your application form you should demonstrate/evidence the extent to which you have the necessary education, experience, knowledge and skills identified as required by the application criteria for the post.

Important

Applications must only be completed using computer as no hand writing applications will be considered for short listing.

Please read questions carefully and provide full and clear detail in answer to each of the questions

Essential Criteria

  1. 2 GCSE’s in English Language and Mathematics or equivalent qualifications

at a minimum of Grade C or above (or equivalent);

  1. A minimum of 2 years (demonstrable) recent relevant work experience in a administrative office environment to include the following:
  1. Experience of carrying out a range of administrative duties including:
  2. Maintaining databases and spreadsheets;
  3. Producing general correspondence;
  4. Experience of providing administrative assistance in line with organisational procedures.
  5. Dealing with financial procedures to include budget control and managing contracts
  6. Dealing with customer queries;
  7. Experience (in a working environment) and up to date knowledge of a range of IT systems including using Microsoft Office (e.g. Word, Excel, Outlook).

Desirable Criteria

One or all of the desirable criteria may be used to shortlist applicants, should there be a need to facilitate manageable shortlists

  • Hold an ECDL qualification

Vetting

Appointment to this post is subject to successful applicant declaring all pending prosecutions, convictions, cautions and bind-over orders and their name will be submitted to Access NI for a check to be carried out.

References

Appointment is also subject to the return of complete and satisfied references obtained from previous or present employers

ASHTON CENTRE

Business Support Administrator

Personnel Specification

Essential Qualifications & Experience

Applicants must be able to demonstrate on the application form, providing personal, specific examples in all the following areas:

Essential criteria

  • 2 GCSE’s in English Language and Mathematics or equivalent qualifications

at a minimum of Grade C or above (or equivalent)

  • A minimum of 2 years (demonstrable) recent relevant work experience in a administrative office environment to include the following:

Experience of carrying out a range of administrative duties including:

•Maintaining databases and spreadsheets;

•Producing general correspondence;

•Experience of providing administrative assistance in line with organisational procedures.

•Dealing with financial procedures to include budget control and managing contracts

•Dealing with customer queries;

•Experience (in a working environment) and up to date knowledge of a range of IT systems including using Microsoft Office (e.g. Word, Excel, Outlook).

  • Ability to record, store and retrieve information.
  • Ability to provide effective customer service.
  • Ability to work on own initiative and as part of a team.
  • Flexible, willing to adapt to new tasks and duties.

Desirable criteria

  • NVQ Level 3 in Business and Administration

Competencies

Communication

This involves communication through written, electronic or visual means and oral communication, in both informal and formal situations. This may include the need to convey basic factual information clearly and accurately; conveying information in the most appropriate format; and explaining complex or detailed specialist information.

Service Delivery

Covers the provision of help and assistance to a high standard of service to clients, visitors, and other users of the business. This may include reacting to requests for information or advice; actively offering or promoting the services of the business to others; and setting the overall standards of service offered.

Change and Resilience

Show reliability and resilience; perform consistently in a range of situations and adapt behaviour appropriately. Adapt style to fit the needs of the situation or circumstances in order to meet the objectives of the team and organisation. Be receptive to new ideas and seechange as a necessity to maintain and enhance effectiveness.

Teamwork

Have the ability to work and communicate effectively with others as part of a cohesive team. showing a flexible approach to delivering team results; contribute to building team morale as an active participant in the team.

Professional Development

Consider career development and personal growth in the role. This may include the need to participate in development activities, undertaking training, taking responsibility for one’s own development and adding value to the role and the organisation.