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Administrative Assistant

3 months ago

Liverpool, Liverpool, United Kingdom Savera UK Full time

Post:
Administrative Assistant

Hours:
Part-time (4 days/30 hours a week)

Reporting to:
CEO's PA & Head of Administration

Location:
Based in Liverpool

An occupational requirement under Schedule 9 (part 1) of the Equality Act

Primary purpose of job:

We are looking for an efficient, experienced, motivated and highly competent Administrative Assistant. They will work to assist and support the
CEO's PA & Head of Administration, and the Savera UK team, with the day-to
- day running of the office including programmes and management.

Responsibilities

Administration:

Administration responsibilities will include:

  • Assist the CEO and Board, where required and if the CEO's Personal Assistant (PA) is unavailable, providing e.g. diary management, setting up meetings and travel, taking minutes at meetings and circulating documentation.
  • Maintenance of contact and stakeholders database.
  • Coordinating staff training.
  • Support with office management, including monitoring and replenishing all stationery and building supplies.
  • Adhering to best value and environmental policies, ensuring health and safety information, first aid boxes and mandatory certificates are displayed and maintained.
  • Support with the management of organisational or any IT systems and any other required systems.
  • Support organisational reporting to funders and stakeholders.
  • Support the team/s in arranging appointments and coordinating meetings, preparing necessary papers and recording minutes, where relevant.
  • Maintain the office workspace as a wellresourced and welcoming space that is free of hazards.
  • Organise annual Portable Appliance Testing of organisational equipment.
  • Managing databases and filing systems. Complying with data protection legislation, managing company files and filing (both electronic and hard copy), archiving or disposal of documents when appropriate.

Finance Assistant:

  • Support the CEO's PA & Head of Admin to manage the organization of finances.
  • Record keeping.
  • Assist in the preparation of the annual accounts for audit, submit annual returns to the Charity Commission and Companies House.
  • Coordinate staff payroll, information systems and liaise with relevant payroll agency.
  • Prepare and make payment of all invoices and receipts.
  • Administer and maintain petty cash account.

HR Assistant:

  • Support staff and volunteer files, including: collation of timesheets, recording annual leave and sickness and ensuring personal information is reviewed and updated.
  • Arrange for new staff and volunteer DBS checks and notify management when DBS renewals are due.
  • Support training and development for staff, volunteers and Board members.
  • Support in maintaining and updating policies and procedures.

Marketing and Distribution:
The post-holder will support the Communications Team with any communications/social media management when required. On occasion, this may require out of hours working.

Management and Reporting:

The post-holder will:

  • Be responsible for informing and communicating to their line manager any urgent issues arising that may require management intervention (e.g. safeguarding, professionals challenges) and any cultural challenges need to be communicated in order for us to offer an appropriate response.
  • Respond to all requests within a timely manner.
  • Report to and have regular supervisions with line manager or other relevant supervision and other staff wellbeing.
  • Be responsible for managing and prioritising own work and any other wider responsibilities requested.
  • Be aware of one's own limits and to seek supervision and advice accordingly.
  • Ensure the service is accessible to all those requiring our intervention, support, advice and information (clients, professionals).

Organisation and Development:

The post-holder will:

  • Be sensitive and vigilant to cultural, religious and personal circumstances, at all times.
  • Maintain confidentiality and safeguarding at all times for all, including staff and volunteers, and seek consent at all times when using confidential details.
  • Ensure that all materials and communications used are accurate and always represent and reflect Savera UK branding.
  • Maintain and advance the public profile of Savera UK.
  • Adhere to and work within Savera UK's policies and procedures.

General and other:

The post-holder will:

  • Undertake any training as identified and approved by their line manager and/or senior management.
  • Participate in staff meetings, and any other appropriate meetings.
  • Carry out any other duties, as required by the line manager, senior management team and the Savera UK Board of Directors.

Review Arrangements:

The details contained in this job description reflect the content of this job at the date of being prepared. It is, however, possible that over time the nature of the job will change. At that time, the CEO/Savera UK Board will expect to revise this job description, in consultation with the post