Job Title:Operations Administrator (Scotland)

/ JOB DESCRIPTION
Date Agreed by Line Manager:
Date Agreed by HR:
Updated by HR:

Reporting to:Operations Director

Department:Operations

PURPOSE OF THE JOB

To organise and provide a comprehensive, confidential administrative service to senior operational staff.To manage the day-to-day administration for senior operational staff in the national office and to the national team, liaising with other national and Head Office operational staff.

KEY RESPONSIBILITIES

To establish and maintain efficient office procedures and systems for the administration of the national office, including security and post.

To provide typing and general administrative support to the senior operational team.

To maintain an efficient, confidential filing system and ensure that records are kept up to date.

To handle enquiries and correspondence as appropriate, dealing with routine enquiries and correspondence where possible and ensuring they all receive a response.

To maintain a daily and long-term diary for national senior operational staff.

To organise and support meetings for senior operational staff, both internal and external, arranging meeting rooms and refreshments as appropriate.

To ensure meeting agendas and appropriate papers are compiled and distributed in good time ahead of meetings.

To attend and minute meetings as required, circulating finalised minutes as appropriate.

To make travel, accommodation and other arrangements as necessary.

To complete and submit required returns and reports.

To undertake any other reasonable duties as requested.

PERSON SPECIFICATION

Essential Qualifications

To have a good level of general education.

Essential Other

To be willing to travel and stay away overnight.

To have a genuine commitment to the values and ethos of Leonard Cheshire Disability.

Desirable Requirements

To have a certificate in office management.

To have the ECDL.

To have experience or understanding of the voluntary sector.

To have experience of taking minutes.

To be able to engage well with a wide range of people.

To be a disabled person.

KEY COMPETENCIES REQUIRED FOR THE ROLE

Technical Competencies

To have experience in an office environment.

To have experience of providing administrative support to a team.

To be able to work with minimal supervision.

To be competent with Microsoft Office:

MS OutlookIntermediate
MS WordIntermediate
MS ExcelIntermediate
MS PowerPointIntermediate

To have a typing speed of 40wpm+.

To have good numeracy and literacy skills.

To have good communication skills, both written and oral.

To be well organised, able to prioritise and meet deadlines.

To have good attention to detail.

To be able to work on own initiative as well as part of a team.

To be able to maintain confidentiality at all times.

LCD Competencies

Communication – Listen and take responsibility for communicating information and ideas accurately, clearly and concisely (Level 2)
Commercial Acumen – Understand how you and your team’s contribution affects LCD’s operational and commercial performance (Level 2 )
Focusing on outcomes – Take responsibility for your team meeting its targets and quality standards (Level 2 )
Making effective decisions – Take objective decisions based on experience , knowledge and relevant information (Level 2)
Putting the customer first – Take personal ownership by responding positively and reliably to internal and external customer requests (Level 2)
Teamwork – Actively build your team and demonstrate a flexible approach to change (Level 2)
Innovation - Use your knowledge and experience to generate innovative ways of overcoming day-to-day problems (Level2)

KEY PERFORMANCE INDICATORS

All duties and responsibilities within this job description to be carried out in accordance with current Key Performance Indicators (KPIs)

LCD Job Description- Operations Administrator(Scotland) Page 1 of 3

Version number and date