Mid Antrim Animal Sanctuary (MAAS)

Job description

JOB TITLE:Receptionist/Administrator

REPORTING TO:CentreManager

SALARY:£12,376 per annum plus 3% pension contribution

Hours:Hours: 28 hours per week

Monday 9.00am – 5.00pm and Tuesday- Friday 12 noon – 5.00pm

LOCATION:MAAS,Hurtletoot House, Greystone Road, Antrim

Purpose of the job:

To provide efficient and effective administrative support within MAAS.

Main functions of the job

1. RECEPTION Administration

  • To receive visitors appropriately in a welcoming professional manner
  • To maintain the visitor register
  • To undertake administration as required for the centre manager
  • To process all administration associated with staff and volunteers
  • To implement and maintain the ICT - based administration systems, recordsand procedures including databases
  • To communicate information accurately and expediently to the Centre Manager,the Animal Welfare Manager, Board of Directors, members of staff and volunteers as appropriate
  • To answer and address all emails received in a professional personalised manner
  • To maintain confidentiality of staff, volunteers, membership and client details in keeping with Data Protection guidelines and GDPR
  • To design and produce advertising, display and publicitymaterial in order to promote, publicise, and increase the profile of the organisation
  • To assist with the preparation of educational material, booklets and visual presentations
  • To maintain the digital display in the reception area in order to advertise events and promote the Sanctuary
  • To input information ontothe Web-Site, Facebook and other social media outlets
  • To follow up all fundraising opportunities
  • To promote the hire of Sanctuary facilities and ensure that all requirements requested are met including room set-up, invoicing and organising catering if necessary.

2. FinanCIAL Administration

  • To receive all incoming revenue via the reception, mail, PayPal or any other form of electronic donations without delay and accurately
  • To complete any daily accounting procedures, produce receipts and ensure the secure lodgement of cash and cheques
  • To ensure all invoices received are checked against delivery notes and presented to theManagerfor authorisation of payment
  • To ensure appropriate correspondence is forwarded in respect of all donations and other income streams
  • To monitor and record petty cash payments.
  • To balance petty cash.

3. Staff Training and Appraisal.

  • To participate in Professional Development by undertaking training or refresher courses and apply this knowledge to Sanctuary duties
  • To participate in appraisal including training needs analysis with the Centre Manager.

4. Animal Welfare

  • To maintain accurate records of animal re-homing, adoption, fostering of animals
  • To ensure the records associated with the animals -registration, micro-chipping, veterinary appointments and arrangements for transportation and adoption are current and accurate
  • To liaise with agencies and members of the public in relation to enquiries about animals and transfer to the Animal Welfare Manager or staff.

5. Health and Safety

  • To co-operate and comply with the Sanctuary's Health and Safety Policy and procedures.

6. Other Information

  • To undertake other duties as required by Management.
  • To maintain confidentiality and adhere to the Sanctuary's Data Protection Policy at all times
  • The successful candidate will be required to work flexibly; weekend and evening work will be necessary on some occasions.

Mid Antrim Animal Sanctuary (MAAS)

person specification

Post: Administrative Assistant
Requirements / Essential / Desirable
Experience required /
  • Proven experience of proficiently using MS Office to include Word, Excel, Outlook and PowerPoint to meet requirements of the post
  • A minimum of 1 years’ experience in a busy office environment undertaking administration duties
  • Proven experience of carrying out administrative duties relevant to the post to include:
-Receiving and making telephone calls
-Processing emails and letters
-Using manual filing systems and electronic databases
-Dealing with customers/members of public
-Updating websites and social media and/or creating publicity materials e.g. flyers, leaflets. /
  • A minimum of 2 years employment in an office undertaking administrative duties
  • Proven experience of cash handling and taking electronic payments

Educational attainment /
  • A minimum of 5 GCSEs including Maths and English grades A*-C or equivalent
/
  • A recognised ICT qualification such as ECDL or equivalent.

Skills and aptitudes required /
  • Numerate with ability to accurately receive and process payments
  • A strong customer focus with a positive attitude and a polite professional approach to the role

Personal qualities required/Other /
  • Ability to work effectively and flexibly as part of a small team using initiative in a busy environment.
  • Genuine interest in animal welfare and education in relation to caring for animals
  • Ability to work in close proximity to animals.
/
  • Good knowledge of data protection/GDPR and ability to work with sensitive data

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