Title and Reporting Relationships

Position Title:Administrator

Reports To: Administration Manager

Leadership Team: Customer Service and Advice

Department (if applicable):Administration

Position Location:Napier

Dated: February 2017

Purpose of Position

Responsible for the running of a smooth and efficient office by providing timely assistance in general administrative tasks within the Blind Foundation office. Director of first impressions, representing the Blind Foundation as professional, efficient, caring and practically proactive in order to assist.

Responsibilities and Expected Outcome/KPI’sof the Position

(More specific objectives and key performance indicators will be included in an individual's performance development plan).

Key task / Expected Outcomes and Key Performance Indicators
Office Administration /
  • To be the process owner of all local administration processes
  • Assist in the identification and implementation of agreed process improvements and efficiencies
  • Responsible for the opening and closing of the office for members
  • Daily sorting and distribution of incoming, outgoing and courier mail
  • Provide general administrative support, including word and data processing and accessible format production
  • EEO/Affirmative Action supportis provided
/
  • Act as a subject matter expert on administration related processes and activities
  • Create, maintain, store and publish process documentation where appropriate. Soft copies to be stored in a shared network repository and hard copies printed and kept at hand.
  • Actively participate with project work as required. Timeframes and agreed outcomes to be mutually agreed with Administration Manager.
  • Ensure that the office is always available for members
  • Mail is sorted in a timely manner and in line with Blind Foundation policy
  • General administration work is completed within agreed time frames to a satisfactory level
  • Assist with ensuring the Blind Foundation meets its EEO/Affirmative Action responsibilities

Office Support /
  • Co-ordinate the maintenance of office equipment, such as faxes, laminators and photocopiers
  • Arrange new & replacement printing swipe cards to staff
  • Equipment stocktakes
  • Organisation of Mobile Equipment kits
  • Manage stationery ordering for the office
  • Process applications, renewals and general administration of local Total Mobility scheme
  • Assist with hall and meeting room bookings
  • Arrange catering if required
/
  • All office equipment is operational and maintained
  • All staff have access to printing swipe cards
  • The annual stock take of mobile & static Equipment Displays are completed on time
  • Regional mobile equipment kits are maintained and transported to required locations as required.
  • Stationery is available
  • Total Mobility Applications are processed within agreed time frames
  • Hall & Meeting room booking records are maintained in Microsoft Outlook, and users are informed of any changes requirements (if applicable)
  • Catering is arranged by the agreed time if required

Member Services /
  • Maintain member and other office files, electronic and hardcopy
  • Assist with the demonstration of equipment items from the static display or catalogue
  • Receive member applications and process accordingly
  • Assist members with any issues regarding Talking Books, referring them to the Blind Foundation Library if required
/
  • Delivers professional customer service in every interaction with members, staff, donors, volunteers and the public in person and telephone
  • IRIS is updated with any client changes
  • All client applications and issues are dealt with in a timely manner
  • Observes Blind Foundation operational policies and procedures at all times

Health & Safety /
  • Ensure that the Health and Safety Policy is upheld and requirements are met
  • Be a Health and Safety Champion
  • Act as the office Fire Warden or Fire Chief as required
  • Be a point of contract for Fire & Security services, co-ordinating drills were appropriate
  • Keep First Aid kits in stock and in place where everyone can access
/
  • All accidents, hazards, near misses, incidents are reported and recorded appropriately
  • All practicable steps are taken to minimise or eliminate hazards in the workplace

Financial Processes /
  • Assist with the sale of Equipment
  • Code invoices for approval
  • Issue and record prepaid envelopes, receipts and order books
  • Take responsibility for petty cash administration, as well as banking and withdrawing of petty cash reimbursements
  • Receive and process donations
/
  • Adhere to the Blind Foundation policy for handling money and processing donations
  • Invoices are coded & processed by the required dates

Property Management /
  • Act as point of contact for staff for any issues around the property
  • Organise and co-ordinate external services such as cleaners, hygiene product suppliers, gardeners
  • Make decisions and recommendations when required, to resolve property damage and maintenance
/
  • Ensure facilities are always functional
  • Cleaning & Hygiene consumables are always available
  • Property repairs are addressed and resolved in an appropriate timely manner

Customer Service /
  • Ensure that the Foundation image of commitment to service excellence is upheld by greeting internal and external customers and answering incoming callsin a timely and professional manner.
  • Advise members on all our services and make appropriate referrals
/
  • Calls are picked up in a timely manner
  • Professional customer service is delivered in every interaction with members, staff, donors, volunteers and the public in person and telephone
  • Deals with empathy, respect and professionalism at all times with internal and external staff and members

Dimensions of the Position

Number of Positions Responsible For

Direct:N/A

IndirectN/A

Shared Responsibility:N/A

Key Relationships

Internal
  • Administration Manager
  • Head of Administration
  • Equipment Solutions Manager
  • Service Managers
  • Other Blind Foundation staff
  • Community Committees
  • Volunteers
External
  • Blind Foundation Members and their families
  • Members of the Public
  • Donors
  • Consumer/Support groups
  • Suppliers
  • Technicians and Service people

Person Specification

Qualifications, Experience, Skills and Knowledge
Essential
  • 3 years Administration experience
  • Good computer skills including: Word, Excel and Outlook
  • Excellent interpersonal skills
  • Excellent oral and written communication skills
  • High level of organisation and planning skills
  • Strong problem solving skills
  • Ability to show initiative
Personal Attributes and Values
  • Strong customer service focus
  • Self motivated but able to work within a team if needed
  • Enthusiasm for the task
  • Helpful and supportive attitude with an open and friendly demeanour
  • Shows attention to detail and is accurate
  • Enjoys multi-tasking and problem solving
  • Values diversity

I hereby acknowledge and accept the above position description as a part of my employment conditions with Blind Foundation.

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Name

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SignatureDate

NB: Each individual page of this position description must also be initialled

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