JOB DESCRIPTION

TITLE:OFFICE ADMINISTRATOR

LOCATION:HASTINGS OFFICE

RESPONSIBLE TO:Finance & Central Services Manager

HOURS:14 hours per week – 9.30 to 1pm Mon-Thurs

PURPOSE OF THE POST:

To support the administration of Age UK East Sussex Hastings office under the direction of the Finance & Central Services Manager.

DUTIES AND RESPONSIBILITIES:

ORGANISATIONAL

  • Responsibility for Health & Safety working with Age UK East Sussex

policies and procedures

  • Responsibility for managing production of publicity by liaising with the Age UK Brand Bank and ensuring compliance as a Brand Partner.
  • Responsible for the maintenance, security and safety of the Hastings Office, Staff, Volunteers and Clients.
  • Administration and support to ensure the continuity of services within the Hastings Office.
  • Responsibility for ensuring that all activities within the building are carried out in accordance with Age UK quality frameworks, Polices and Procedures.

OFFICE

  • Responsibility for opening and closing the premises as necessary, ensuring access for volunteers and thatthe volunteers are not left alone in the building
  • Responsibility for telephone system and office equipment.
  • Reporting all building and maintenance issues to Central Services and arranging repairs and maintenance as requested.
  • Responsible for ensuring security of building and contents
  • Responsible for ensuring that all areas at the Hastings office are kept in an acceptable condition at all times and that all rubbish and waste is removed from the premises.
  • Carry out regular monthly Risk assessments, monthly Alarm testing and 6 monthly Fire Drills.
  • Ensure that there is a qualified first aider available and also ensure that first aid supplies are refilled and within date.Ensure any accidents, however minor, are recorded in the accident book. Report any injuries that result in absenteeism to the Director of Resources.
  • Office Induction for all staff and also volunteers if requested.
  • Ensure all volunteers are aware of Health & Safety procedures within the building.
  • Ensure that all marketing materials are in accordance with Age UK East Sussex brand partnership guidelines

ADMINSTRATION

  • Open, date record and distribute post
  • Support and cover Reception duties and volunteers as required.
  • Deal with any general telephone enquiries received and direct the caller as appropriate.
  • Attend meetings as required by the Finance & Central Services Manager.
  • Arrange and manage staff meetings as requested by the HR Officer.
  • Ensure that an adequatesupply of stamps is available and that correct rates of postage are in use.
  • Responsibility for stocktaking, ordering, reconciling, costing and updating the price list for the gadgets on sale at the reception.
  • Responsibility for ordering and collecting hearing aid batteries for Hastings Office and IBC
  • IT support as required.
  • Report sickness and absence of staff to Managers so appropriate cover can be put in place and report to HR Officer for management of sickness and absence records. Ensure that absence notification forms are completed.
  • Order stationery, catering and cleaning supplies under the value of £500
  • Update staff holiday records/ holiday forms paperwork, liaising with HR Officer
  • Distribute, collect and oversee the issue of donation collection boxes
  • Order and monitor printing and marketing materials and resources as requested by the Finance & Central Services Manager.
  • Ensure that the schedule for all external venues is maintained and updated as necessary.
  • Ensure that template (standard) documents are developed, stored and reviewed in accordance with the template document procedure
  • Ensure that any external complaints are logged and acted upon according to the complaints procedure.
  • Collate comments & suggestions forms and ensure that any service compliments received are notified via the e-bulletin as appropriate.
  • Undertake any other duties as requested by the by Finance and Central Services Manager

FINANCIAL

  • Approvingof invoices
  • Responsibility for checking and monitoring petty cash and payment of expensesfor volunteers and day centres
  • Liaise with finance officer re: Building Rent and Insurance payments
  • Count and reconcile monies received from collection boxes and donations and ensure that ‘thank you’ letters and/or acknowledgments are sent.
  • Ensure all monies are banked in accordance with financial procedures

Signed: Staff member…………………………………..

Signed: Senior Manager…………………………………

Date………………………………………..

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