JOB DESCRIPTION

Title:Administration Officer

Department: Professional Services

Reports t0: Director of Professional Services

Main function:Provide comprehensive and confidential clerical and administrative support as part of the Professional Services team.

Main duties and responsibilities are to:

  1. Administration Support:
  1. Answering the telephone in a professional and courteous manner, ensuring all messages are accurately recorded and forwarded to the appropriate person.
  2. Inputting data in an accurate and timely manner onto computerised systems.
  3. Loading newsletters and new articles on to website, keeping online content up to date.
  4. Dealing with website email enquiries, forwarding on to the appropriate team member.
  5. General word processing of documents and letters, compiling power point presentations and handouts.
  6. Setting up and maintaining appropriate files, spreadsheets and databases. Ensuring that at all times appropriate documents are filed in the correct location.
  7. Carrying out photocopying / scanning of documents.
  8. Ordering of stationery and other office supplies for all team members and ensuring that the office environment is maintained to a professional standard.
  9. Implementing and maintaining financial processes to ensure accurate recording and tracking of any financial transactions.
  10. Ordering marketing and other publicity materials.
  11. Assisting with the appropriate disposal of confidential materials and to ensure the utmost confidentiality in all aspects of the post at all times (Data Protection Act).
  1. Facilitation of Meetings:
  1. Co-ordinating and making necessary arrangements including booking venues, inviting attendees including electronic diary management, organising / preparing refreshments for meetings.
  2. Preparing and circulating agendas.
  3. Taking and producing accurate minutes of meetings.
  4. Distributing minutes and other relevant documents to required attendees.
  5. Coordinating and tracking follow up actions.
  6. Actively participating in team meetings.
  1. Co-ordination and Support to Inspire Processes:
  1. To assist in the timely and accurate preparation of regular and adhoc reports, as agreed with manager.
  2. Assisting with the preparation of information for audits.
  3. Actively participating in addressing areas for improvement.
  4. To develop and maintain collaborative and productive relationships with managers, employees and external bodies establishing professional credibility.
  5. Providing Front of House cover as required.
  1. General
  1. Members of staff are expected to treat those with whom they come into contact in a courteous and respectful manner in accordance with the Dignity at Work Procedure.
  2. Staff are expected to demonstrate their commitment to Inspire by their regular attendance and the efficient completion of all tasks allocated to them.
  3. All staff must comply with the Smoke Free Policy and associated procedures.
  4. All Staff must take care of their own health and safety and that of people who may be affected by what they do (or do not do).
  5. All staff must co-operate with others on health and safety, and not interfere with, or misuse, anything provided for their health, safety or welfare.
  6. All staff must follow the training they have received when using any work items their employer has given them.
  7. Inspire iscommitted to equality of opportunity and to selection based on merit. The Administration Officer is required to adhere to Inspire’s Equal Opportunities Policy and associated procedures throughout the course of his/her employment.
  8. The Administration Officer will endeavour to ensure the on-going confidence of the public.
  9. The Administration Officer will maintain high standards of personal accountability.

This job description is neither exhaustive nor exclusive and may be reviewed and amended in the future to include any other reasonable duties, projects or tasks as may be requested from time to time and to reflect changing organisational requirements, changing staffing levels, etc.

Last Reviewed: July 2017