Administration Officer

3 weeks ago

Evesham, United Kingdom Action on Pre-eclampsia Full time

**1. IDENTIFICATION OF POST**

**POST TITLE** Administration Officer

**FUNCTION** To provide an administrative support service for all aspects of Action on Pre-eclampsia

**RESPONSIBLE TO** Education officer, then CEO

**RESPONSIBLE FOR **There are no line management responsibilities

**2. PURPOSE OF POST**

**To ensure the smooth running of all administrative functions and maintenance of records**

**3. MAIN RESPONSIBILITIES**

1. To be the first point of contact for all inbound enquiries and offer excellent customer service at all times. Provide prompt responses to all enquiries and approach all interaction with members with a view to retaining and growing their support.

2. To work on APEC sales including processing orders, liaising with carriers and customers, generating and processing invoicing and ensuring the safe delivery of medical products worldwide.

3. To provide a full administrative support service to ensure that all financial information is recorded and maintained including quotes, income and expenditure.

4. To be responsible for the finance database and ensure it provides accurate statistical information about our supporters and donors as well as maintaining statistics, financial records and an orderly filing system.

5. To be responsible for financial processes, such as, BACS Direct Debit payments, Gift Aid submissions within set deadlines.

6. To support the charities event programme by attending events to represent the Charity as and when required, including occasional out of hours work for which TOIL will be provided.

7. To liaise with and support the Education Officer

8. To undertake other duties, projects and responsibilities consistent with the objectives of the post as may be directed by the Chief Executive.

**PERSON SPECIFICATION**

**POST TITLE** Administration Officer

**FUNCTION** To provide an administrative support service for all aspects of Action On Pre-eclampsia

This section details the experience, skills, knowledge and personal qualities required for the post.

**Experience**

**Essential**

**Desirable**

Experience of providing an effective and efficient administrative support service.

**Ö**

Experience of accurately inputting to databases and maintaining electronic records, databases and filing systems.

**Ö**

Experience of dealing with a range of customers in a professional manner and offering excellent customer service.

**Ö**

Experience of maintaining customer contact databases

**Ö**

Experience of working with and managing volunteers

**Ö**

**Knowledge**

Knowledge of financial databases ( Xero)

**Ö**
Knowledge financial systems relating to Direct Debit processing

**Ö**

**Skills**:
Excellent communication, interpersonal and team working skills.

**Ö**

Excellent IT Skills utilizing Microsoft Office with particular focus on excel spreadsheets and formulas.

**Ö**

Quick and accurate data entry skills

**Ö**

Ability to create reports, interpret data and monitor performance

**Ö**

**Personal qualities**

Ability to work with initiative and autonomously but also within a team when required.

**Ö**

Ability to deal with sensitive information in a confidential manner at all times.

**Ö**

GENERAL TERMS AND CONDITIONS

**Salary**: c. £22,050 pro-rata (based on a 20/37 hours week)

**Pension**: There is a contributory pension scheme in place

**Hours of Work**: Part time hours - 20 hours per week - work pattern to be agreed including flexible working and home/office base

Overtime is not paid but time off in lieu may be taken, where appropriate, as the post may involve some evening or weekend working. T#

**Duration of post**: All new employees undertake a probationary period of 3 months; in which time they are expected to demonstrate their suitability for the post.

**Holidays**: 28 days per annum. The holiday and calendar year run concurrently

**Place of work**: The Stables, 80b, High Street, Evesham, Worcs, WR11 4EU.

**Criteria Common to All Job Descriptions**:
A Job Description sets out the purpose of the job, where it fits into the Charity’s structure, the context within which the job holder functions and the principal accountabilities of job holders, or the main tasks they have to carry out. It is not a definitive work plan. This document is intended to provide guidance on the scope and function of the job.

**Equal Opportunities Statement**:
All employees are required to adhere to and promote the principles and operation of the Charity’s policies on equalities, to ensure that services provided are relevant to ethnically diverse communities and other disadvantaged groups in the area.

**Health and Safety Statement**:
All employees are required to ensure that all duties and responsibilities are discharged in accordance with the Charity’s Health and Safety at Work Policy and the Health and Safety File. They should take reasonable care for their own Health and Safety and that of others who may be affected by what they do or do not do.

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