Job Description:Administrator - Befriending Links Social Inclusion Project

Job Description:Administrator - Befriending Links social inclusion project

JOB TITLE: / Administrator - Befriending Links social inclusion project
LOCATION: / Post will be based in the main office of Age CymruSir Gar
SALARY: / £17,021.78pro rataplus 10% employer pension contribution
Contract till August 2016. Contract subject to annual review and funding
HOURS OF EMPLOYMENT / Flexible within normal working hours – 25 hours per week
PURPOSE OF JOB: / To provide administration services and support for the project and to work closely supportingthe project manager.
Some travel throughout Carmarthenshire, Ceredigion & Pembrokeshire may be necessary
LINE MANAGER / Project Coordinator
ACCOUNTABLE TO: / Project Manager
SUPERVISORY RESPONSIBILITY: / None
EQUAL OPPORTUNITIES: / The three counties are committed to achieving equality of opportunity in both services to the community and the employment of people and expect all employees to understand, adhere to and promote their policies in their work.

MAIN DUTIES AND RESPONSIBILITIES

Management & Office

To be the first point of contact for the project for clients and volunteers
To provide secretarial and administrative support primarily to the project manger and some for the project co-ordinator
To respond in a sensitive manner to telephone calls and visitors to the office
To work as a team with volunteers and other staff members.
To observe confidentiality.
To distribute regular satisfaction and feedback surveys as directed
To input statistical data and print out reports as and when necessary.
To collect and collate case studies
To maintain accurate and confidential client and volunteer filing systems and develop if necessary
To maintain all monitoring & evaluation systems and files
To signpost clients to other organisations as and when necessary.
To undertake general office duties, including photocopying, mailings, taking messages, typing, filing,
To order and purchase materials for the project
Co-ordinate and distribute documents within appropriate time scales.
To liaise administratively with suppliers and contractors.
To provide support and administration for project meetings, ie draft agenda, take and prepare draft minutes
To communicate and liaise with project coordinators in partner Age Cymrus
To attend events with project co-ordinator if necessary in relation to the project
To develop knowledge and skills and attend training as deemed necessary which will enable

you to carry out your work

To adhere to all of the organizations’ policies and procedures
To attend all relevant staff and supervisory meetings
To liaise with relevant employer Age Cymru
To support the project manager and project co-ordinator in the long term evaluation and end of project evaluation of the project
To undertake other dutiescommensurate with the role from time to time

Person Specification

Organized and proficient in setting up and maintaining office systems / Essential
Educated to good standard (However, experience instead of qualifications will also be taken into consideration) / Essential
Must be proficient in desk top publishing applications such as Microsoft Office including MS Excel and database entry / Essential
Motivated and methodical, able to develop and maintain good working relationships, with a flexible approach / Essential
Knowledge of Access would be an advantage / Desirable
A Welsh speaker / Highly Desirable

This job description may be amended from time to time by the project management committee in relation to project development.

Disgrifiad Swydd:Swyddog Gweinyddol – prosiect cynhwysiant cymdeithasol Cysylltiadau Cyfeillachu

TEITL Y SWYDD: / Swyddog Cyllid - prosiect cynhwysiant cymdeithasol Cysylltiadau Cyfeillachu
LLEOLIAD: / Lleolir y swydd ym mhrif swyddfa Age Cymru Sir Gâr
CYFLOG: / £17,021.78 pro rata ynghyd â chyfraniad pensiwn cyflogwr o 10%.
Mae'r contract hwn tan Awst 2016 yn amodolar adolygiad blynyddol a chyllid.
ORIAU GWEITHIO: / Hyblyg o fewn yr oriau gwaith arferol – 25 awr yr wythnos
PWRPAS Y SWYDD: / Darparu gwasanaethau a chymorth gweinyddol i'r prosiect a gweithio'n agos i gefnogi'r rheolwr prosiect.
Efallai bydd angen teithio rhywfaint o gwmpas Sir Gâr, Ceredigion a Sir Benfro
RHEOLWR LLINELL: / Cydlynydd Prosiect
YN ATEBOL I: / Rheolwr Prosiect
CYFRIFOLDEB GORUCHWYLIO: / Dim un
CYFLEOEDD CYFARTAL: / Mae'r tair sir yn ymrwymedig i gyflawni cydraddoldeb cyfle yn y gwasanaethau i'r gymuned ac wrth gyflogi pobl ac maent yn disgwyl i bob gweithiwr ddeall, cadw at, a hybu eu polisïau yn eu gwaith.

PRIF DDYLETSWYDDAU A CHYFRIFOLDEBAU

Rheolaeth a Swyddfa

Bod yn brif berson cyswllt y prosiect i gleientiaid a gwirfoddolwyr
Darparu cymorth ysgrifenyddol a gweinyddol i'r rheolwr prosiect yn bennaf, a pheth cymorth i'r cydlynydd prosiect
Ymateb yn sensitif i alwadau ffôn ac ymwelwyr i'r swyddfa
Gweithio fel tîm gyda'r gwirfoddolwyr ac aelodau staff eraill
Cadw cyfrinachedd
Dosbarthu arolygon boddhad ac adborth yn rheolaidd yn ôl y cyfarwyddyd
Mewnbynnu data ystadegol ac argraffu adroddiadau yn ôl y galw
Casglu a choladu astudiaethau achos
Cynnal systemau ffeilio cleientiaid a gwirfoddolwyr cywir a chyfrinachol a'u datblygu os oes angen
Cynnal yr holl systemau a ffeiliau monitro a gwerthuso
Cyfeirio cleientiaid at fudiadau eraill yn ôl y galw
Cyflawni dyletswyddau swyddfa cyffredinol, yn cynnwys llungopïo, gohebiaeth, cymryd negeseuon, teipio, ffeilio
Archebu a phrynu deunyddiau ar gyfer y prosiect
Cyd-drefnu a dosbarthu dogfennau o fewn graddfeydd amser priodol
Cysylltu â chyflenwyr a chontractwyr yn weinyddol
Darparu cefnogaeth a gweinyddiaeth ar gyfer cyfarfodydd prosiect, h.y. agenda drafft, cymryd a pharatoi cofnodion drafft
Cyfathrebu a chysylltu â chydlynwyr prosiect yn swyddfeydd partner Age Cymru
Mynychu digwyddiadau gyda'r cydlynydd prosiect os oes angen, mewn perthynas â'r prosiect
Mynychu pob cyfarfod goruchwylio a staff perthnasol
Datblygu gwybodaeth a sgiliau a mynychu cyrsiau hyfforddiant a ystyrir yn angenrheidiol i'ch galluogi i gyflawni eich gwaith
Cadw at holl bolisïau a gweithdrefnau'r mudiad
Cysylltu â'r cyflogwr Age Cymru perthnasol
Cynorthwyo'r rheowr prosiect a'r cydlynydd prosiect gyda gwerthuso tymor hir a gwerthusiad diwedd prosiect o'r prosiect
Cyflawni dyletswyddau eraill sy'n cyfateb i'r rôl o bryd i'w gilydd

Manyleb Person

Trefnus a hyfedr wrth sefydlu a chynnal systemau swyddfa / Hanfodol
Safon addysgol dda (Fodd bynnag, rhoddir ystyriaeth hefyd i brofiad yn hytrach na chymwysterau) / Hanfodol
Rhaid bod yn hyfedr mewn rhaglenni cyhoeddi bwrdd gwaith fel Microsoft Office, yn cynnwys MX Excel a chofnodi cronfeydd data / Hanfodol
Yn uchel eich cymhelliant ac yn drefnus, yn gallu datblygu a chynnal perthnasoedd gweithio da, gydag ymagwedd hyblyg / Hanfodol
Byddai adnabyddiaeth o Access yn fanteisiol / Dymunol
Siaradwr Cymraeg / Dymunol Iawn

Gallai'r disgrifiad swydd hwn gael ei ddiwygio o bryd i'w gilydd gan bwyllgor rheoli'r prosiect mewn perthynas â datblygu prosiect.

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