Job Description / Safety and Reliability Society / Administration Assistant
JOB DESCRIPTION
POST TITLE / Administration Assistant
Hours per week / 16
REPORTS TO / Chief Executive / Treasurer / Hourly Rate / £6.25
AIM
To provide administrative support within the office. The post holder will be required to work flexibly, in a developing office environment. It may be necessary to assist, or cover for, other administrative staff from time to time.
RESPONSIBILITIES
The key duties of the post are as follows :-
  • Processing membership invoices and payments
  • Processing membership applications
  • Setting up and maintenance of filing systems as and when required as works progress
  • Preparing mail out of the monthly newsletter and quarterly Journal, including folding, packing of envelopes, sticking labels and franking/packing
  • Various accounting duties including reconciliation work, credit control and invoicing
  • Typing and data input
  • Reception Duties including answering telephone and taking messages
  • Publicity and recruitment duties including researching potential affiliate member organisations
  • Liaison with organisations wishing to advertise with SARS Ltd and associated record keeping
  • General Communications including email and internet
Plus other duties as directed.
Personal Skills
Th Administrative Assistant will be able to communicate on all levels. Reporting to the Chief Executive, the Administration Assistant will be able to answer queries effectively and liase with Council and Committee members.
Flexibility and commitment to the role mean that the Administration Assistant is able to switch readily between tasks.
SKILLS REQUIRED
Essential
Microsoft Word
Mocrosoft Excel
Microsoft Access (Data Input)
Internet and Email
General office skills such as photocopying, filing, faxing, franking
Preferable
Microsoft Powerpoint
SAGE Accounts
Useful
Quark Express
Dreameaver/HTML
Detailed Day to Day Duties
Day to day Tasks
Each day in the office tasks must be carried out in order to ensure the smooth running of the operation and to enable the project tasks (see below) to be fulfilled:

1. Communications

Post
The post is delivered once daily at 9.30am
The post is opened and sorted into appropriate groupings according to project tasks.
The items of post to be sent on are placed in the outgoing post tray for distribution.
Email
Emails are downloaded from the server on a daily basis (average 10 – 20 active communications per day) using Outlook Express
Emails for forwarding to others are forwarded immediately.
Other emails are sorted into appropriate groupings according to project tasks.
Telephone – Calls received
Telephone calls are received daily.
Telephone queries received are dealt with immediately.
Those calls which require further work are recorded and sorted into appropriate groupings according to project tasks and passed on to appropriate person.
Telephone – Calls made
Telephone calls are made on a daily basis.
Calls are made to members to answer queries
Calls are made to Advertisers to supply mailshot specifications
Calls are made to Committee members to arrange work and meetings
Calls are made in connection with events

2.Financial

Banking
Cheques are received for both companies daily by post.
On receipt cheques are paid into the appropriate company bank account.
Cheques for membership fees are paid into the bank in batches to aid accounting transaction reduction.
Other cheques are paid into the bank individually.
Invoicing customers
When is service is supplied to a customer an invoice is raised.
Membership invoices are generated through the membership database.
Other invoices are individually typed using Word template.
The invoice is copied and sent to the customer
The remaining invoice is file in the Sales Invoice File.

3.Office Environment

The office environment must be kept in a condition that enables the smooth running of the operations
Office safety
All mailing sacks must weigh less than 11kg
All boxes stacked on top of cupboards must be reached with ladders
Lone workers procedure must be observed.
Stock checks
Stock checks of office consumables are made on a weekly basis
Any deficit of supplies is remedied by ordering supplies by telephone
Cleaning of office
The office is cleaned on a daily basis.
Waste paper and boxes generated by office consumables are disposed of in blue bags at the front of the building daily
The tables and kitchen are cleaned and polished on Fridays
The office is hoovered on Fridays

4.Project Tasks

a) Membership Management
New applicants
An application for membership is received.
The application is checked for completion and presence of appropriate proof (certificates etc)
The application if entered into the registration book and given a membership number and Committee number.
The application is entered into the New Members database.
The original application is filed pending.
The application is scanned and sent to the M&G committee.
In due course a M&G results sheet is received by email detailing any queries and successful, applications.
Successful members are informed by letter and transferred to the membership database.
The application form is filed in the membership filing drawer.
Queried members are informed of the nature of the query and asked to respond.
Applicants for Chartered Status
A joint application for chartered status is received.
The application is checked for completion and the presence of appropriate proof (certificates etc)
The application is photocopied and sent to the ERC committee.
The original application is filed pending.
Regular status updates are made via the ERC and SEE in order to inform applicant of progress.
Changing Membership details
A change of membership detail is received by mail, email or telephone.
The details are changed in the membership database.
A copy of the change is filed in the membership file.
Appropriate electronic media sources are also updated.

b) Events Management

On receipt of printed copy of even registration form distribution sources are identified (relevant databases, affiliates and members)
Appropriate sized envelopes are sourced and labels printed and attached.
Registration documents are packed into envelopes.
Booking for collection of bulk mail is made with the Post Office.
Envelopes are franked with appropriate date and placed in mail sacks for collection.
Registering delegates
Delegates register for the conference using mail, email, web site or telephone.
A booking form is completed.
A reference number is given to the booking and the delegate details are entered onto the delegate database.
The delegate is sent joining details including confirmation of booking, date, time, venue and a map of directions.

c)Publications

Newsletter
The newsletter is sent out on a monthly basis.
The Newsletter is proof-read by the Secretary
On approval the newsletter is printed 600 times and folded
Correct sized envelopes are sourced
Membership labels are printed using Microsoft Access for the membership database
The copy is packed into labelled envelopes with any mailshots
Booking for collection of bulk mail is made with the Post Office.
Envelopes are franked with appropriate date and placed in mail sacks for collection.
Journal
The Journal is included in the Newsletter mailing as detailed above every quarter.
Mailshots
Enquires regarding advertisements are received via mail, telephone or email.
An advertising booking is made.
Copy arrives in the office before the 17th of the month copy deadline.
Mailshot advertising copy is included with the newsletter publication as above.
One copy is sent to the customer and one copy filed consecutively in the sales invoice file
Proceedings
Stocks of conference proceedings are kept in the storeroom
An order is made for a book of proceedings
A check is made for stock
The book is sent to the appropriate address

d)Financial

Affiliate Invoicing
Affiliates are invoiced on an annual basis in June.
Each affiliate member is given a consecutive invoice number using Microsoft Access affiliates database.
A generic invoice is constructed using Microsoft Word
The Affiliate database is liked to the invoice documents and a bulk invoice print effected
The resulting invoices are photocopied.
A copy is posted to the Affiliate member
A second copy is filed consecutively in the sales invoice file
Membership Invoicing
Members are invoiced on an annual basis in December.
Each member is given a consecutive invoice number using Microsoft Access membership database.
A generic invoice is constructed using Microsoft Word
The membership database is liked to the invoice documents and a bulk invoice print effected
The resulting invoices are photocopied.
A copy is posted to the member
A second copy is filed consecutively in the sales invoice file

Credit Control

Aged debtors reports are produced at monthly intervals using SAGE accounts
The reports are interrogated for late payers.
Individual late payers are identified.
A credit control letter is constructed using Microsoft Word
Individual late payers are sent a letter demanding immediate payment.
Individual late payers request a copy invoice
A copy invoice is produced from the Sales Invoice file and sent on
Late payers of 1 year plus are written off as bad debts in the annual accounts
3. Sourcing of New Business
The following areas of the business are identified for new sources of income:
Membership
Companies with potential new members are sourced
Membership publicity packs including details of the Society and application form are constructed and mailed out to companies with potential new members
Affiliate Membership
Companies with potential new affiliate members are sourced
Affiliate publicity packs including details of the Society and application form are constructed and mailed out to companies with potential new members
Mailshots
Affiliate companies and non-affiliate companies who have previously advertised with the Society are made aware of future opportunities to advertise on a monthly basis on receipt of a media pack.