Victim Support

Job Description

Job Title:Administrative Officer

Reporting to:Volunteer Manager

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1.Purpose of the Job

  • Provide administrative support to the area and local office

2.Main Duties and Responsibilities

  • Ensure that referrals are dealt with in accordance with the Implementation Handbook and all information is recorded on the case management system
  • Ensure that invoices, purchase orders etc are dealt with and processed on the finance system
  • Compile statistics as required by the management team
  • Provide administrative and typing support for other members of the team
  • Ensure that confidential records, both manual and computerised, and the filing systems are kept up-to-date
  • Undertake the purchase of office materials and stationery as agreed ensuring that all office equipment is properly stored, serviced, maintained and repaired
  • using a variety of softwarepackages, such as Microsoft Word, Outlook, Powerpoint, Excel, Access, etc., to produce correspondence and documents, and maintain presentations, spreadsheets and databases;
  • dealing with telephone and email enquiries, responding toinformation requests;
  • devising and maintaining office systems to ensure the smooth and efficient running of the office;
  • liaising with staff in other parts of the organisation and with external contacts;
  • organising equipment maintainance and repairs and maintaining records
  • collating absence, sickness & self certification forms;
  • organising events, meetings andbooking rooms both internal and external;
  • maintainingH&S records;
  • dealing with incoming/outgoing post;
  • meeting and greeting visitors;
  • Undertake other duties as required by the management team consistent with the skills of the post and the needs of the service

Prepared & Approved by: Kathie Dryden

Date: 1 June 2010

Person Specification

Job title:Administrative Officer

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Knowledge:

  • Working knowledge of Microsoft Office Suite (s)
  • Knowledge of establishing and maintaining efficient systems for filing and retrieving information (s)

Experience:

  • Experience of using Microsoft Word, Excel, Access and Outlook(s)
  • Experience of record-keeping (s)

Proven abilities:

  • Excellent keyboard skills (minimum speed 40 wpm) (s)
  • Able to lay work out in a professional manner
  • Able to work as part of a small team
  • Able to communicate sensitively and effectively particularly on the telephone
  • Able to prioritise own workload and manage own time (s)
  • Able to work on own initiative as well as part of a team
  • Able to work under pressure
  • Able to respect confidentiality (s)

Special conditions of service

  • Commitment to the aims of the Victim Support Equal Opportunities policy