Post 1: Administrative Assistant (Welsh Speaking), Cardiff

Date as postmark

Dear Applicant

Post 1: Administrative Assistant (Welsh speaking), Cardiff

Full time, 35 hours per week

Starting Salary s£14,338 per annum

Thank you for your enquiry regarding the above post. The enclosed set of information is designed to give you a fuller picture of what the post involves and information about Children in Wales.

The job description is designed to summarise clearly the scope and responsibilities of the post and should be read thoroughly. The purpose of the person specification is to state, as precisely as possible, the minimum skills, experience and knowledge applicants must have to meet the requirements of the post. Again it is essential that you read this carefully and address your application to the criteria contained in the person specification. Failure to do so will considerably reduce your chances of being selected for interview.

Please ensure that you state clearly on the application form which post you are applying for; if you wish to apply for more than one post please state this.

In the interests of economy we can only acknowledge receipt of your application by email, however, if you would like us to acknowledge receipt of your application by post, please send a stamped addressed envelope. Interviews for these posts to be confirmed.

I would like to thank you for your interest in our organisation and this post and we look forward to receiving your completed application form by Tuesday 29 March 2016.

Yours sincerely

CATRIONA WILLIAMS OBE

Chief Executive

JOB DESCRIPTION

JOB TITLE:Administrative Assistant

REPORT TO:Administration Manager/Administrator

LOCATION:Cardiff

JOB PURPOSE:

The purpose of this post will be to support the administrative work of Children in Wales.

The post holder will contribute to the running and development of the administrative and clerical systems of the organisation and assist with its activities, including helping to arrange meetings, training courses and conferences. He/she will also assist in the production and distribution of briefings and other materials, as well as dealing with general administrative tasks outlined below.

The post-holder will need to develop working relationships with members and individuals and will have an interest in issues that concern children, young people and families in Wales.

KEY TASKS:

1. To assist with the organisation of meetings, training courses and conferences. Attend meetings to take minutes and work at events when required

1. To be responsible for administrative tasks relating to Children in Wales’ Forums and Networks

1. To become familiar with the organisation's database and assist with the inputting of information onto it

1. To welcome visitors to the office and deal with a range of telephone, fax and e-mail enquiries

1. To maintain Children in Wales' conference room which is used for internal meetings and hired by external organisations. Ensure that the tables are laid out accordingly and that refreshments are prepared in readiness for the meetings

1. General administrative duties where necessary - ordering stationery and supplies, making travel and accommodation arrangements, filing, etc

1. To undertake the word processing of letters, minutes, reports, flyers etc

1. To open and distribute the daily post. At the end of the day use the franking machine to send external mail and deliver to post box

1. To undertake the photocopying and scanning of documents using the multi-purpose device available

1. To search the internet for work purposes when required

1. To participate in the organisation's staff appraisal scheme

1. To undertake further training as necessary

1. To undertake other duties as required by the Administration Manager, Administrator and/or Chief Executive

Person Specification

Administrative Assistant

Children in Wales is looking for a competent and responsible Administrative Assistant who will need to demonstrate the following skills and experiences. Please ensure that you tell us in your application form about how your experience matches the following requirements:

Essential

1.Excellent interpersonal skills and the ability to communicate clearly. The ability to communicate with all members of the public in a courteous and helpful manner

2.Proven experience of dealing with telephone, fax and e-mail enquiries. The ability to obtain relevant details and present information clearly to the member of staff to whom the message is intended

3.Proven experience of using office equipment, including answering machine, franking machine, photocopier and scanner

4.To be computer literate with good keyboard skills. Familiarity with Microsoft Office is essential, and also Internet Explorer or other browsers

5. The ability to plan and prioritise work and to motivate him/herself

6.The ability to work on his/her own initiative, often under pressure

7.To be methodical in the way he/she works

8.The ability to work as part of an expanding team

9.A commitment to equal opportunities policies

10.The ability to communicate both orally and in writing in Welsh

Desirable

1.An interest in issues affecting children, young people and families living in Wales

2. Experience of organising meetings and training courses, servicing events and taking minutes

Principal Terms and Conditions of Employment

Administrative Assistant

Contract:

Post 1 / Permanent

Hours of Work:

Post 1 / This is a full-time post of 35 hours per week. Staff can take time off in lieu if they occasionally work additional hours during the week or at weekends

Salary Scale:NJC 10-14 Starting at £14,338 per annum

Annual Leave:25 days per annum pro rata

Method of pay:Salaries are paid directly into staff member's nominated bank account on the 15th of each month

Pension: Children in Wales’ employees are automatically enrolled to the Cardiff County Council Local Government Superannuation scheme but may choose to opt out

Place of work:Children in Wales, 25 Windsor Place, Cardiff CF10 3BZ

CHILDREN IN WALES - PLANT YNG NGHYMRU

Background Information

Children in Wales – Plant yng Nghymru is the national umbrella body for organisations and individuals who work with children, young people and their families in Wales. The organisation was established in February 1992 as a registered charity. We are a membership body, and our members are drawn from the third, statutory and independent sectors.

Together we:

• Contribute to making implementation of the UN Convention on the Rights of the Child a reality in Wales
• Fight for sustainable quality services and fair shares for all children and young people
• Ensure special attention and treatment for children in need and those who are marginalised
• Ensure children and young people have a voice

Children in Wales carries out a number of activities in order to meet these aims. These include:

• Organising conferences and seminars
• Providing Training
• Supporting and developing strong networks and forums
• Producing and disseminating information
• Representing and consulting with members
• Research

Children in Wales works in partnership with its sister organisations in England, Scotland and Northern Ireland and has strong links in Europe and internationally.

As a membership organisation we establish networks within Wales in order to represent the views of the constituency, establish common concerns and encourage multi-disciplinary activity. Members can be either corporate or individual and come from a wide variety of interests such as health, education, voluntary organisations, social services or self help groups.

Our work is funded by grants from the Welsh Government, other grant givers and through self-generated income.

A Board of Trustees governs the work of the organisation.

Application Pack: Administrative Assistant Post 1 2016 Page 1