February 16

Dear Applicant

Thank you for enquiring about the position of Senior Administrator for Inter Care – Medical Aid for Africa.

Enclosed are the job description, person specification and an application form.

If you meet the criteria and are interested in applying for this role, please can you complete the enclosed application form before the deadline of 29th February to:Diane Hardy, Inter Care, 46The Halfcroft, Syston, Leicester LE7 1LD.

We would also ask you to include a covering letter and your CV please.

If you would like further details about the role, or an informal discussion, please do not hesitate to contact me.

Yours sincerely

Diane Hardy

General Manager

Organisation: / Inter Care - Medical Aid for Africa
Job Title: / Senior Administrator
Base/Location: / 46 The Halfcroft, Syston, Leicestershire LE7 1LD
Salary: / £17,000- £18,000 per annum (neg.)
Hours: / 37 hours per week
Responsible To: / General Manager
Key Relationships/
Liaison with: / Fellow colleagues, a large number of volunteers, African beneficiaries, health professionals and the wider community
Job Purpose: / We seek a confident, highly motivated, articulate experienced administrator to join the small staff of the charity.
Flexibility: / In order to work effectively in this environment, the post holder must be flexible as there will be an occasional need to travel away from the office, and to work outside normal working hours.
MAIN DUTIES AND RESPONSIBILITIES
Based in the Inter Care office in Syston, the purpose of the role is to support the General Manager in the smooth running of the office. Communication is a key task as the post holder will be the first contact for telephone and email enquiries and for visitors; they will also be liaising with the many donors of medical aid, providing advice and ensuring that all donations are suitably acknowledged.
KEY TASKS
  1. Dealing with telephone, postal and email enquiries
  2. Receiving, sorting and distributing the post
  3. Greeting and assisting visitors to the office
  4. Recording, banking and acknowledging financial donations, and donations of medical aid
  5. Liaising with staff, volunteers, donors and clinics in Africa
  6. Performing general administrative duties (e.g. filing, typing, copying, laminating, scanning)
  7. Monitoring stationery levels and ordering office supplies
  8. Coordinating repairs to office equipment
  9. Supporting the General Manager in maintaining the property, its cleanliness and its security
  10. Liaising with suppliers and managing the ordering process of medicines and other medical aid
  11. Oversee the recycling element of fundraising
  12. Developing and updating administrative systems to make them more efficient
  13. Producing accurate records of meetings
  14. Assisting in the planning and running of fundraising events
  15. Inputting data accurately into computerised databases and spreadsheets; retrieving, analysing and cleansing data as necessary
  16. Performing any other reasonable duties, commensurate with the post, required by the General Manager

Organisation: / Inter Care - Medical Aid for Africa
Job Title: / Senior Administrator
Base/Location: / 46 The Halfcroft, Syston, Leicestershire LE7 1LD
Salary: / £17,000- £18,000 per annum (neg.)
Hours: / 37 hours per week
Responsible To: / General Manager
Essential / Desirable / How Assessed
Qualifications
Maths and English GCSE or equivalent / Y / App/Doc
Experience/ Skills
Proven experience of administrative duties
Ability to understand the key aspects of and the wider needs of thecharity and its beneficiaries
To be articulate and able to communicate in a clear manner both verbally and in writing
Ability to work effectively both as an individual, and as part of a team
Attention to detail and high level of accuracy
Excellent literacy and numeracy skills
Excellent IT skills with good experience working with Microsoft office applications (Word& Excel), databases and the internet / Y
Y
Y
Y
Y
Y
Y
Y / App/ Int
App/ Int
App/ Int
App/ Int
App/ Int
App/ Int
App/ Int
App/ Int/T
Knowledge
Sound knowledge of researching information from the Internet
Knowledge of Powerpoint. Access, Publisher / Y / Y / App/ Int
App/ Int
Motivation
Self motivated with a keen interest in providing a quality service and ability to take the initiative
Commitment to continuing personal development / Y / Y / App/ Int
App/ Int
Attitude and Temperament
Excellent organisational, communication and interpersonal skills
A commitment to the aims of the organisation
Ability to develop and maintain good working relationships with people at all levels
Confident, diplomatic/ tactful and helpful
Ability to remain calm and handle multiple tasks while working to deadlines
Willing to be flexible in order to meet the requirements of the Charity.
Ability to prioritise own workload and work under minimum supervision
Trustworthy and discreet, for example in relation to the administration of confidential information. / Y
Y
Y
Y
Y
Y
Y
Y / App/ Int
App/ Int
App/ Int
App/ Int
App/ Int
App/ Int
App/ Int
App/ Int
Appearance & Health
Tidy, smart, professional appearance
Evidence of good attendance record / Y
Y / Int
App/ Ref
Factors not already covered
Must be able to perform all duties and tasks with reasonable adjustment, where appropriate, in accordance with the provisions of the Disability Discrimination Act 1995.
Must have an understanding of, and commitment to, Equal Opportunities, and the ability to apply this to day-to-day situations
Car owner and driving licence / Y
Y / Y / Int
App/ Int
Int

App = Application Form

Int = Interview

Doc = Documentary Evidence (E.g., Certificates)

Ref = Reference

T = Test

Application Form

Please print or type in black ink as this form may be photocopied


2) PERSONAL DETAILS (in block capitals please):

Do you have a full current driving licence? Yes/No

Do you have regular use of a car? Yes/No

3)HISTORY OF EMPLOYMENT

Previous employment over the last ten years (most recent first - including any voluntary work - please use continuation sheet if necessary and ensure that all periods are accounted for)

From / To / Employer’s Name and Address / Position Held / Reason For Leaving
From / To / Employer’s Name and Address / Position Held / Reason For Leaving
From / To / Employer’s Name and Address / Position Held / Reason For Leaving
From / To / Employer’s Name and Address / Position Held / Reason For Leaving

4)EDUCATION & TRAINING

Schools (secondary) / Date From / Date To / Examinations and results / Grade/ Level / Date(s)
Further EducationCollege/ University / Date From / Date To / Courses and results / Grade/ Level / Date(s)
Additional/Professional Qualification(s)/Membership(s) obtained and dates

Details of courses attended eg. Managerial, professional etc.

Course/ Subject Title / Organised by / Date(s)

5) REFERENCES

Please give details of TWO persons who should not be related to you and who have consented to act as referee. One must be your current employer (if currently unemployed, your last employer).

1)1)
Telephone Number:
Can this referee be approached prior to the interview? Yes/ No / 2)
Telephone Number:
Can this referee be approached prior to the interview? Yes/ No
Please state the capacity in which the referee knows you:
1 ______2 ______

6) SUPPORTING INFORMATION

Please give briefly any additional information you consider important (including details of previous position, relevant experience and why you think you should be considered for the post) any special interests or activities, referring especially to the Personal Specification.

7) Please state where you saw the job advertised e.g. newspaper, Job Centre, Shop Window______

DECLARATION

I confirm that the information I have given on this form is correct and complete. Because of the sensitive nature of the duties the post holder will be expected to undertake, I also understand that the declaration will include details of any criminal convictions, cautions, reprimands and final warnings and any other information that may have a bearing on my suitability for the post.

Signature ______Date ______