Administration Support Officer

2 weeks ago

Hayle, United Kingdom disAbility Cornwall & Isles of Scilly Full time

**Role Profile**

**Job Title**

Administration Support Officer

**Salary**

£21,000 per annum pro-rata to 30 hours per week (£17,027)

**Reports to**

Chief Executive

**Start date and duration**

To start as soon as possible

**Place of work**

The disAbility Cornwall offices at Guildford Road Industrial Estate in Hayle.

**Working hours**

30 hours, 9am-3pm or can be adjusted around other commitments

**Benefits**
- Working as a member of a great team, within an Investor in People Gold Standard Organisation
- Training & Development opportunities
- Generous annual leave allowance of 31 days in the first year and increasing year on year increasing to a maximum of 43 days
- Free parking at our office

We are a friendly and supportive team of people with diverse backgrounds, highly motivated to drive change and improve the lives of disabled people, their carers and families. We welcome applicants from all walks of life and take a flexible approach to supporting each member of our team to reach their full potential.

**Role Purpose**

This role is to help ensure the efficient day to day functioning of our organisation, with responsibility for managing the administrative duties that allow us to operate smoothly and efficiently.

**Tasks include**:
Responsibility for keeping track of inventory levels and ordering supplies when needed, ensuring that the organisation always has enough supplies.

Being the primary contact person for suppliers, negotiating prices and placing orders, and maintaining good relationships to ensure timely delivery of goods.

Scheduling and coordination of meetings, ensuring that attendees' schedules are accommodated and sending out invitations.

Providing administrative support to the Board of Directors, including collecting staff reports, quarterly mail-outs, taking minutes, and handling follow-up actions.

Organising whole team gatherings, meetings or other social events.

Assisting in planning, organising, and running events, including booking venues, catering, and equipment.

Handling bookings and reservations to meet the organisations requirements.

Processing incoming and outgoing mail and packages, including sorting, distributing, and delivering.

Responsibility for conducting fire safety checks and ensuring that fire safety equipment is maintained and up to date.

Ensuring that the offices and communal areas are kept clean, tidy, and free of hazards.

Reporting any issues or concerns to senior management.

Arranging and booking tradespeople for maintenance and repair work.

Ensuring that waste is disposed of correctly and in compliance with relevant regulations.

Providing support to staff with various activities, including travel arrangements, document preparation, and other administrative tasks.

Conducting quarterly staff wellbeing surveys and report on the results.

Monitoring the organisation's diversity and inclusion initiatives and report on progress.

Managing the annual diary and ensure that senior staff are reminded of important deadlines and events.

Ensuring that the organisation's vehicles are legally compliant and well-maintained.

Oversee the Annual General Meeting (AGM) mail-out, handle enquiries, and the meeting plan.

Assist with troubleshooting IT issues and liaise with tech providers as needed.

Responsibility for welcoming visitors to the building and directing them to the appropriate person or department.

Be the primary point of contact for customers and suppliers, handling inquiries and directing them to the appropriate person or department.

Any other reasonable duties as requested.

**Skills & attributes**

Highly organised and able to manage time effectively to handle multiple tasks simultaneously and meet deadlines.

Excellent communication skills to liaise with colleagues, suppliers, and customers, both in writing and verbally.

Meticulous and have attention to detail, as they are responsible for managing crucial administrative tasks.

Adaptability to be able to adapt to changing circumstances and work effectively under pressure.

Great customer service skills and be able to deal with customers and stakeholders in a professional and friendly manner.

Ability to identify and solve problems independently and work effectively with colleagues to find solutions.

The ability to maintain confidentiality and handle sensitive information with discretion.

Able to work collaboratively with colleagues and provide support to the wider team.

Proactive approaches to identify and address potential issues before they arise, to ensure the smooth operation of the organisation.

**About Us**

disAbility Cornwall & Isles of Scilly is a disabled people’s user led organisation, a registered charity and company limited by guarantee. Our mission is to **represent, include, support **and **empower **(RISE) people living with a long-term health condition or disability, their families and carers in Cornwall and the Isles of Scilly. We do this via an extensive range of se

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