The Phoenix Project (IOW)

JOB DESCRIPTION

NAME:

TITLE:OFFICE ADMINISTRATOR

BAND:BAND 3

HOURS:20

RESPONSIBLE TO:MANAGEMENT TEAM

ACCOUNTABLE TO:BOARD OF TRUSTEES

JOB PURPOSE:

To provide administrative support to The Phoenix Project (IOW).

Key Tasks:

  1. GENERAL

1.1Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

1.2Compose, type, and distribute meeting notes, routine correspondence, and reports.

1.3Mail newsletters, promotional material, and other information.

1.4Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

1.5Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

1.6Maintain paper and electronic filing systems for records, correspondence, and other material.

1.7Mail newsletters, promotional material, and other information.

1.8Order and office supplies.

1.9Take minuets at monthly staff meetings.

  1. FINANCE

2.1Prepare invoices as directed by the Finance administrator

2.2Assist with Client accounts

  1. WORKING RELATIONS

3.1Maintain good working relationships with other colleagues, professionals, family/carers and other groups including voluntary services.

  1. STAFF DEVELOPMENT AND TRAINING

4.1Attend staff development courses, workshops, training courses and development groups as and when required.

4.2Participate in regular supervision sessions and annual appraisals with management team.

4.3Attend and participate in regular staff meetings.

4.4Take responsibility to help develop the service and skills of others by sharing learning and experiences.

  1. BEHAVIOUR FRAMEWORK

5.1Communicating information – identify and use the most effective means of communication in a variety of forms i.e. written, verbal, by telephone, appropriate to the situation and individuals involved.

5.2Self-management – manage own behaviour to achieve results and develop and maintain effective working relationships with others.

5.3Team work – be motivated to work together with others in a variety of different team settings and in a variety of locations as required to benefit of the organisation.

5.4Professionalism – set and maintain a high personal and professional standard.

5.5Development and Training – learn from experience and continually improve.

5.6Managing tasks – plan, organise, prioritise and control work ensuring effective use of time, money and resources.

5.7Innovation and improvement – show creativity and innovation in developing new ways of working. Be flexible and open to change within the organisation and environment in which you work.

  1. ADMINISTRATION

6.1Report incidents, accidents and complaints to the management team as per agreed procedure.

6.2Be aware, updated and familiar with all policies and procedures.

6.3Undertake other duties as requested by management team in the interest of the smooth running of the service.

6.4Confidentiality is essential in all aspects of this post.

6.5This job description will be subject to periodic reviews and the post holder will be expected to participate in the review.

OFFICE ADMINISTRATOR

PERSON SPECIFICATION

Essential / Desirable
Personal attributes /
  • An ability to prioritise, plan and organise work whilst in a busy environment.
  • Enthusiastic, with a commitment to providing a high quality service.
  • Good Communication and Interpersonal Skills.

Skills /
  • Good IT skills
  • Experience of Microsoft Office software
  • Dealing directly and by telephone with the public in the provision of services in a busy environment.
  • Ability to maintain legible and accurate records.
  • Numeracy and literacy competence
  • Cash Handling experience

Knowledge and Qualifications /
  • Knowledge of office systems and procedures
  • Knowledge of administrative procedures
/
  • A working knowledge of all aspects of Sage line 50 accounts system.

Level of experience /
  • Previous experience working with Sage accounts.