Job Description
Post: Project Administrator – Together For You
(Fixed term to 31 October 2016)
Location: AMH New Horizons Belfast – Fisherwick Building
Responsible to: Project Manager – Together For You
Accountable to: Head of Operations
Role: The overall purpose of this post is to fulfil the centralised administrative function associated with the AMH Lead Partner responsibilities for the Together 4 You contract, funded by the Big Lottery Fund, which brings together the expertise of 8 Partner organisations for the delivery of a mental health and wellbeing project across Northern Ireland.
The post holder will support all aspects of the office administration, maintenance of centralised systems for all monitoring data across partners and subcontractors and the co-ordination and processing of financial information.
Key Result Areas:
1 Information/Data Management
2 Processing of Financial Information and Reports
3 Office Administration/Secretarial Support
4 Personal Training, Development and Practice
Key Result Area 1: Information/Data Management
· To ensure that all beneficiary information is maintained and held in accordance with AMH policies and procedures
· To provide centralised systems monitoring support to ensure the co-ordination of all relevant monitoring data from partners and subcontractors
· To provide analysis of all monitoring data and report production to support monthly/quarterly reporting in line with funder and organisational requirements
· To liaise with the operational/administrative teams of partner organisations to ensure the effective and timely two-way flow of monitoring information.
· To ensure that data is effectively protected and secured in line with Data Protection legislation and best practice arrangements.
Key Result Area 2: Processing of Financial Information and Reporting
· To ensure that the processing and controlling of petty cash is in accordance with the organisational guidelines.
· To process purchase and delivery orders and purchase invoices in accordance with AMH finance procedures.
· To process monthly claims made by partner organisations and sub-contractors, ensuring that claims are compliant with the funder and organisational guidelines before forwarding to the AMH Finance team.
· To liaise with the finance teams of partner organisations to ensure the effective and timely two-way flow of information.
· To support the Project Manager and other staff in the ordering of stationery/supplies for the project and managing stock levels.
Key Result Area 3: Office Administration/Secretarial Support
· To provide confidential secretarial support to the Project Manager including organising appointments, handling mail, photocopying, filing and word-processing.
· To ensure that Health & Safety standards are maintained throughout the office ensuring compliance with all current Health & Safety legislation and company guidelines.
Key Result Area 4: Personal Training, Development and Practice
· To take part in supervision, appraisal and training as identified through AMH’s Staff Learning and Development Processes
· To take personal responsibility for continuing personal and professional development and maintain a current continuing professional development portfolio.
· To adhere to AMH’s set of Core Values and Corporate Behaviours
In addition to the above duties the post holder with be expected to be flexible in discharging these duties and any other additional tasks as may be reasonably assigned according to the changing priorities of the company.
PERSONNEL SPECIFICATION
Project Administrator – Together For You
(Fixed term to 31 October 2016)
REF / AREA / ESSENTIALü / DESIRABLE
ü
1 / EDUCATION/ PROFESSIONAL QUALIFICATIONS
Education to GCSE Level, Grades A*-C, or equivalent (including Maths & English)
and QCF level 2 in ICT / ü
Educated to A Level standard or equivalent / ü
2.0 / EXPERIENCE
Experience in a relevant office environment / ü
Demonstrate a high level of knowledge and experience in the use of Microsoft Office, email, database and computer literacy / ü
Experience of processing financial information including purchase/invoice systems, petty cash and budget analysis / ü
Experience in the use of a customised database / ü
3 / COMPETENCIES
Strong ability to use modern software packages to support word processing, spreadsheets and database tasks / ü
Proven ability to input and manage data electronically and prepare reports / ü
Proficient in undertaking a range of secretarial and support activities / ü
Proven ability to maintain accurate and timely records / ü
Excellent administrative skills (financial and non-financial) including the ability to analyse and maintain financial records and identify errors / ü
Ability to work flexibly and use own initiative to meet deadlines / ü
Commitment to confidentiality, security and health and safety / ü
Good communication skills / ü
4 / VALUES & BEHAVIOURS
* / Ability to demonstrate alignment with AMH’s core values and organisational behaviours. / ü
5 / ADDITIONAL
The successful candidate will be required to undergo an Enhanced Disclosure check via the Access NI Service before commencement of employment / ü
6 / OTHER INFORMATION
A mileage allowance is payable for the use of a private vehicle on company business.
7 / SALARY SCALE
Salary scale C £18,000 to £21,000
Candidates will normally be appointed at the start of the payscale.
8 / HOURS OF WORK
35 hours per week 8.30am to 4.30pm Monday to Thursday, Fridays 8.30am to 3.15pm
NOTE: Not all of the above criteria will be assessed at the application/short listing stage
Duration: This is a fixed term post to 31 October 2016
** A copy of AMH’s Core Values and Behaviours is attached for your information.
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