Administration Assistant

Job Title:Administration Assistant

Reporting to:Office Manager

Job Purpose

The main purpose of this post will be to provide general administration support for Acacia Training and Development Ltd.

Principle Responsibilities

  1. To carry out general administration duties, filing, photocopying and printing of relevant materials and documents.
  1. To register and certificate learner achievement through the appropriate Awarding Organisation.
  1. To produce starter packs and learner portfolios for learner ‘sign ups’, including printing, photocopying, collating materials and completing relevant documentation with learner information.
  1. To input learner and employer documentation, achievements and changes on to the PICS database system.
  1. Follow up learner progression update systems and promote further training if suitable.
  1. Deal with enquiries within own level of responsibility.
  1. To provide cover for the Admin department.
  1. To perform any other duties as deemed reasonable, as required by your line manager.
  1. Maintain a smart appearance suitable for front of house at all times in accordance with company guidelines.

General

  • The Company Induction will give you the skills and knowledge to understand your role.
  • You will attend regular review meetings, annual appraisals, team meetings, training courses and follow-up refresher courses as required.
  • To participate in regular supervision, and annual appraisal meetings.

Equal Opportunities

To promote and act, at all times, in accordance with the Company’s equal opportunities policy.

Safeguarding

Staff must have a working knowledge of “Every Child Matters” as well as the organisation’s (ATD) own policy and procedures relating to safeguarding children and young people.

Confidentiality

Your attention is drawn to the confidential nature of this post. Disclosures of confidential information or disclosures of any data of a personal nature can result in prosecution for an offence under the Data Protection Act 1984 or an action for civil damages under the same Act in addition to any disciplinary action which might include dismissal.

Health and Safety

It is the duty of every employee, under the provisions contained in the Health & Safety at Work Act 1974, to adhere to the employer’s Health and Safety polices and to ensure that they:

  1. Take reasonable care of themselves and for others at work.
  1. Co-operate with the company, as far as necessary, to enable them carry out their legal duty.
  1. Do not to intentionally or recklessly interfere with anything provided (including personal protective equipment) for health and safety reasons or welfare at work.
  1. Report any accident or untoward incident, to take appropriate remedial action as appropriate and to report fully to the Centre Manager.

A copy of the current Health and Safety Manual is available on the Intranet.

Please Note

This job profile is not an exhaustive list of duties, but is intended to give a general indication of the range of work undertaken and will vary in detail in the light of changing demands and priorities within Acacia Training and Development. Substantial changes in the range of work undertaken will be carried out in consultation with the post-holder.

Person Specification

Administration Assistant

Criteria / Essential / Desirable
Experience / Minimum of 1 years experience in an administration role / Experience in setting up IT equipment (laptops/projectors)
Education, Training & Qualifications / Good general education to GCSE or equivalent / Level 2 Business Administration qualification or equivalent
Skills & Attributes /
Proficient in the use of the Microsoft Office Suite
Good verbal, numeric and literacy skills
High attention to detail
Good interpersonal skills
Ability to organise own work to meet deadlines
Knowledge / Knowledge of Confidentiality and the Data Protection Act requirements / Knowledge of Work Based Learning
Personal
Characteristics / ‘Can do’ attitude
Ability to remain calm under pressure
Positive outlook
Reliable and committed
Honest with respect for confidentiality
Professional appearance
Approachable with good listening skills
Sense of humour

10/17