Administration Assistant

Context of role: To assistin the running of Frontline

and with general office administration.

Reporting to: The Manager

Hours: 18 hours per week, over 3 days (Mon/Tues/Wed)

Salary: £17,372 FTE

ApplicationSubmit completed application form by email together Process: with covering letter.

Closing date: 27th May 2016

Job Description and Person Specification

Key work areas and tasks:

Uttlesford Frontline

  • To support administration of Uttlesford Frontline.
  • Develop information sheets (for example local weight management groups, antenatal support and home care companies).
  • To write press releases and communicate with local media contacts.
  • Work with referral providers to identify new services and gaps in service provision.
  • To assist with testing and development work in conjunction with the partners to improve the system.
  • To help develop training and training materials for Frontline service users.
  • To update funders and referral partners on network developments.
  • To assist in building marketing case and business plans to sell referral services.
  • To assist in the development of the specification for the referral system.
  • To measure response times for referrals and feedback to network partners.
  • To maintain data security.

Office Administration

  • Using the Rotacloud program, update and monitor the volunteer rota, and use PETRA to block appointment slots where necessary.
  • Assist the Administrator in establishing, maintaining and monitoring effective and efficient administrative systems.
  • Draft the bi-annual Solicitors’ rota for free appointments, liaise with Solicitors to check dates are suitable.
  • Post and bank cheques.
  • Support the Administrator in filing, archiving and keeping the back offices tidy
  • Purchase and maintain sufficient postage stamps, stationery, print cartridges and items from Citizens Advice.
  • Place monthly Tesco order for tea, coffee, biscuits, toilet rolls and cleaning materials
  • Write thank you letters to donors and file correspondence
  • Maintain stocks of vouchers and emergency cash
  • Complete monthly travel warrant return.
  • Undertake such other duties and tasks as may lie within the scope of this post to ensure the effective delivery and development of the service.

Person specification

  • Previous administrative experience.
  • Understanding of and commitment to the aims and principles of the Citizens Advice service and its equal opportunities policies.
  • Ability to monitor and maintain own standards.
  • Ability to work on own initiative, prioritize own work, meet deadlines.
  • Good interpersonal skills.
  • Written communication skills to level required for drafting correspondence.
  • Strong IT Skills in word processing/Excel, accounting packages.
  • Flexible approach and willingness to work as part of a team.
  • Ability to research, analyze and interpret information.
  • Numeracy to the level required to carry out the tasks.