Job Description

POST: / Admin Support Officer
RESPONSIBLE TO: / Director of Governance
LOCATION: / Central Services (with some occasional travel around London)
MAIN PURPOSE OF POST: / To provide an effective general office base support, including some reception duties including adequate provision of office sundries and stationary, and making sure rooms and resources are available for staff training, service user interventions and the Board room calendar
To ensure health and safety and fire regulation policies are adhered to.
To support the Executive Management team, diary and meeting management,
SALARY: / £22,865 per annum

KEY AREAS OF RESPONSIBILITY.

Ensure that all calls are dealt with in a timely and effective manner

Ensure all visitors are welcomed on arrival and that reception is staffed as necessary

Manage the booking of all rooms at the head office boardroom by maintaining an up to date calendar of events

Opening and distribution of daily post, maintaining supply of stamps and ensuring letters/parcels are sent out each night as well as arranging courier services when required

Coordinate and maintain supplies of stationery and equipment for use at head office as well as co-ordinate the central purchasing of stationery for services

Ensure adequate head office sundries are available, ordering more when required.

Ensuring health and safety policies and procedures are observed by staff, delivery partners and Service Users. Conduct weekly fire alarm tests, regular evacuation drills and ensure health and safety requirements are met for the head office property

Having an understanding of the needs of the client group and working in an understanding and flexible manner

Support the Group Chief Executive Office, Director of Governance, Finance Director and Managing Directors with specific tasks including diary and meeting management, photocopying, preparation of credit card and cash expenses and other duties as may be required.

HEALTH & SAFETY

To take responsibility to ensure that the necessary Health and Safety regulations for the Services are implemented and maintained, including ensuring that all health and safety equipment is in place and functioning. Report any concerns relating to health & safety issues at the earliest opportunity to their immediate line manager.

Ensure that you are fully conversant with all aspects of Service and Penrose Health & Safety Policy, Hygiene, Fire Alarm and related policies and procedures dealing with issues of aggression, emergencies etc.

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EQUAL OPPORTUNITIES

Ensure the consistent and effective implementation of the Social Interest Group Equal Opportunity Policy and Procedures.

Positively promote an environment within the service which respects the different ethnic cultures of the service users.

AUTHORITIES:

Signing documents in conformity with the Authorisation Policy

ACCOUNTABILITIES:

Achievement of KPI targets and personal objectives

OTHER DUTIES

Attend meetings and training commensurate with the post of Admin Support Officer, as requested by your line manager.

Maintaining a friendly and supportive environment within the office

When requested to provide guidance and support to relevant workers, such as volunteers, students, etc., in line with the relevant policy and procedure.

SHIFT PATTERNS / ROTAS

Shifts generally operate between 9.00am and 5pm, over a 5 day week depending on the requirements of the service. Occasional evening working may be required.

Person Specification

Office Administrator

Qualifications and Experience / Rating / Application Form / Interview
Experience of developing and maintaining office administrative systems / Essential /  / 
Experience of identifying and resolving any building maintenance or health and safety issues, utilising external services when appropriate / Essential /  / 
Experience of working with the offender client group/ or transferable skills group / Desirable /  / 
Knowledge / Rating / Application Form / Interview
Knowledge of general administrative practices and processes / Essential /  / 
Knowledge of Health & Safety and Equality legislation and practice / Desirable /  / 
Advanced knowledge of relevant IT processes, including Word, Excel, and Email / Essential / 
Skills and abilities / Rating / Application Form / Interview
Excellent IT skills, including the ability to produce databases, reports and charts. / Essential /  / 
Excellent communication skills both written and oral with both internally and externally with outside agencies and bodies / Essential /  / 
Ability to prepare written documents to a good business standard / Essential /  / 
Excellent attention to detail and diligence in checking and verifying data / Essential /  / 
Ability to maintain accurate records and write clear reports using bespoke software and branded packages / Essential /  / 
Ability to take and prepare minutes of meetings / Desirable / 
Sensitive to both service user and staff needs / Desirable / 