Job description

POST:Team Administrator

REPORTS TO:Workforce Development Manager

Job summary

The main function of this post is to provide administrative support to the Workforce Development Manager and the wider Trust team.

The candidate will be able to work under their own initiative, pick up new information quickly, multitask and proactively implement new ways of working in order to support the team effectively. Strong written and verbal communication skills are required as the successful post holder will be working with a range of internal and external people at different levels.

The role is extremely varied and gives the post holder an opportunity to work with all members of the team on a wide range of projects. The successful post holder will be comfortable working in a busy environment.

Specific responsibilities

General administration

  1. Monitor incoming enquiries: through e-mail and phone calls, fielding calls for other members of the team. Also answering questions and queries and where possible, providing advice and signposting enquiries onto other organisations.
  2. Distribution of resources: processing orders for resources and monitoring stock levels. You must develop a good understanding of the Trust’s resources and research avenues to share these resources.
  3. Meeting organisation: co-ordinating dates, arranging venues, preparing papers, and supporting relevant team members to ensure everything is ready for their meeting.
  4. Minute taking: for all internal meetings as required and external meetings when requested.
  5. Marketing support: sourcing content for newsletters, writing up articles, developing an understanding of our content management system and updating the website (specific training given), proof reading documents, producing written content about our resources to share via newsletters and other utilising other marketing avenues.
  6. Financial systems: maintaining financial administration processes and systems, using the online management accounts systems and supporting the Operations Director to produce timely budget reports.
  7. Qualifications support: supporting the Qualifications Programme Manager with specific admin tasks, including gathering data and information from online systems, supporting cohort participants and their tutors, and monitoring online surveys.
  8. Conferences support: organising resources to be sent to conferences attended by the Trust, researching potential conferences The Trust may attend and attending conferences in person.
  9. Database maintenance: inputting new data on a regular basis and organising current data to ensure it is up to date.

General responsibilities

  1. Undertake relevant training and development, as required.
  2. Participate and contribute to one’s own performance appraisal and supervision sessions.
  3. Attend and contribute to appropriate staff meetings and training.
  4. Adhere to all relevant health and safety protocols as they apply in the course of the work.
  5. Ensure that all policies and procedures of The Communication Trust are adhered to at all times.
  6. Avoid any behaviour that discriminates against fellow colleagues or potential employees.
  7. Safeguard at all times confidentiality of information relating to children, staff and the partners’ work.

The list of duties and responsibilities is by no means exhaustive and the post holder may be required to undertake other relevant and appropriate duties as required and the role is subject to regular review and appropriate modification.

Personal specification

/ ESSENTIAL / DESIRABLE

Qualifications

/
  • GCSEs (or equivalent) English and Maths at grade A-C
/ Secretarial/typing qualification

Experience

/
  • Previous office/administrative experience (paid or unpaid)
  • Experience of using Microsoft Office products, including Word, Excel, PowerPoint and Outlook
/ Knowledge of Raiser’s Edge
Knowledge of Sharepoint
Taking minutes at meetings

Skills

/
  • Strong communication skills
  • Able to multi task
  • Able to prioritise own workload
  • Able to develop relationships with key stakeholders
  • Able to produce clear and coherent written materials
  • Have good organisational skills
  • Have good attention to detail
  • Able to pick up new skills and systems quickly
  • Able to work effectively as part of team
  • Able to use initiative to work independently
  • Have an understanding of the importance of confidentiality
  • Able to stay calm and problem solve under pressure

Other Factors
/
  • Committed to the overall aims of The Communication Trust
  • A flexible, positive attitude to performing a variety of duties
  • Commitment to safe guarding and promoting the welfare of children and young people.

Summary of Terms and Conditions

Job Title: / Team Administrator
Term: / Fixed term to 31st March 2015
Start Date: / Immediate start
Location: / 31 Angel Gate, Goswell Road, London, EC1
Salary: / £18,200 – £19,690 per annum (inclusive of London Weighting)
Hours: / 35 hours per week with one unpaid hour for lunch each day, occasional out of hours working, overnight stays and some travel for which notice will be given.
Annual Leave / 25 days per annum plus bank holidays and Christmas closure
Probation: / There is a standard probationary period of 6 months.
Pension: / After 3 months, staff employed on a continuing contract, or temporary contract of minimum 6 months, are entitled to join the I CAN group pension scheme with Aviva. Employer contribution 4.5%, minimum employee contribution 3%.
Childcare Voucher Scheme: / TCT operates a childcare voucher scheme which allows staff to save on childcare costs.
Season Ticket Loan / Following the probation period, TCT offers an interest free loan to purchase an annual season ticket from the relevant rail company or London Underground Ltd.
Cycle Loan / We offer an interest free loan to purchase a bike for travel to & from work, after passing the probationary period.
Employee Assistance Scheme / TCT operates an EAP which enables staff and their immediate families to access free, confidential independent support, 24 hrs/365 days a year on a wide range of work/personal issues e.g. stress, bereavement, financial issues etc.