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Administrator

3 months ago

Ascot, Windsor and Maidenhead, United Kingdom Ben - Motor & Allied Trades Benevolent Fund Full time
Lynwood Court, Lynwood Village
Rise Road, Ascot, Berkshire SL5 0FG

Tel
Helpline

Job title:
Administrator

Reports to:
Centre Manager or other designated

Reporting to job holder:
Not Applicable manager dependant on location

Overall purpose:


To support the provision of comprehensive, high quality, customer focused administrative services to support the effective and efficient operation of the Centre.


Principle accountabilities:

Planning and Organising

  • To provide full reception, secretarial and administrative support, as required, to the Centre.
  • To maintain, monitor and review all administrative files held by the Centre, including the input and retrieval of information, as and when required
  • To respond professionally and appropriately to all face to face and telephone enquiries relating to the work of the Centre
  • To maintain on a rota basis, dependant on location, an efficient and effective reception facility for all visitors to the Centre
  • To maintain administrative systems and records to ensure the smooth running of the Centre
  • To assist in the maintenance of HR systems and processes within the Centre to support the effective management of staffing resources and produce management reports related to staffing matters as required
  • To provide administrative/clerical support to the management team at the Centre
  • To produce accurate reports and documents relating to the efficient running of the Centre as required
  • To maintain adequate stationary supplies for the Centre including the ordering of replacement stock when required
  • To maintain appropriate supplies of publicity, marketing and other written material relating to the
Centre where required

  • To assist in the effective administration of conference/function facilities within the Centre, liaising with other service areas within the Centre as appropriate to ensure the smooth running of events
  • To contribute to the effective financial administration within the Centre as required including the maintenance of cash handling records, production of customer invoices etc

Business Focus

  • To comply with current Fire, Health & Safety at Work and associated legislation by observing Ben's policies and procedures and always carrying out safe procedures and practices, following appropriate reporting arrangements as required
  • To work within the required Care Quality Commission (CQC) standards and Ben policies and procedures at all times
  • To follow current infection control guidelines to minimise risk to customers, visitors, colleagues and Ben

Author:
HR Version: 0.1 Date: July 2017
Ben - Motor and Allied Trades Benevolent Fund

Registered office:
Lynwood Court, Lynwood Village, Rise Road, Ascot SL5 0FG. A charity registered in
England and Wales (no and Scotland (no.
SC A company limited by guarantee, registered in England and Wales (no

Registered with the Homes and Communities Agency (no. LH 3766).

  • To comply with Ben's Safeguarding guidelines and reporting procedures
  • To comply with Ben's protocols and requirements on maintaining confidentiality

Communication

  • To ensure all communications and interactions with customers, colleagues relatives and other stakeholders is effective, sensitive and professional
  • To report immediately or as soon as reasonably practical any complaints, accidents or incidents involving colleagues, customers or visitors to the designated manager

Managing Performance

  • To participate in the assessment and evaluation of the quality and effectiveness of administrative services provided to customers and colleagues and contribute to the development and implementation of service/standard improvement plans as required
  • To support and assist new staff and act as a mentor to new starters as required

Stakeholder Relationships

  • Represent BEN and the Centre in a positive manner

Achieving Customer Service Excellence

  • To support the delivery of high quality and consistent administrative services to colleagues, customers, visitors to the Centre
  • To recognise customers' individual rights to dignity, privacy, choice and confidentiality

Additional Duties

  • To attend meetings and training sessions as required to support continuous learning and development and performance improvement
  • To undertake any other duties specified from time to time by the Ancillary Services Manager or Centre
Manager

Deliverables - Key measures:

Planning and Organising

  • To contribute to the provision of high quality, customer focused administrative/reception services which support the efficient and effective operation of the Centre
  • To participate, as required in audits and quality assurance programmes to evaluate standards of service delivered to customers

Business Focus

  • To always assist in the maintenance of a safe working environment
  • To ensure that all aspects of the regulatory and organisational policy/procedure frameworks