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Administrative Assistant

4 months ago

Selby, United Kingdom Groundwork Yorkshire Full time

**Groundwork Yorkshire**

**Administrative Assistant (Operations)**

**Job Description & Person Specification**

**Job Title**:
Administrative Assistant

**Service**:
Communities (North Yorkshire and East Riding of Yorkshire)

**Hours of work**:
18.5 hours a week

**Pattern of work**:
To be agreed with line manager

**Office base**:
Selby Civic Centre, Selby

**Work locations**:
Possible travel to various sites across Yorkshire and Humberside

**Salary**:
£21,000 per annum (pro rata)

**Reporting to**:
Programme Manager

**Responsible for**:
Not applicable

**Type of Contract**:
**Benefits**

Auto Enrolment Pension Scheme

Annual Holidays - 25 days (pro-rata) + Public Holidays

Flexible working arrangements, depending upon the needs of the role

Westfield Health and Death in Service scheme

**BACKGROUND**

The Administrative Assistant will work closely with the Programme Manager and other members of the team to provide a high level of administrative support and customer service to staff, clients, customers, partners and other stakeholders.

Working within a busy and diverse environment, the Administrative Assistant will help to co-ordinate and contribute to the efficient running of the programmes and marketing to support Groundwork Yorkshire in achieving their Business Plan targets.

**MAIN DUTIES & RESPONSIBILITIES**
- To provide a friendly, welcoming and efficient service dealing with telephone enquiries, greeting visitors, organising venue bookings, training sessions, ensuring classrooms/delivery areas are ready for use.
- To co-ordinate and oversee all marketing and social media relating to all the programmes, ensuring all marketing is current, up to date and widely spread, liaising with programme leaders for content. To ensure you follow the direction of the Marketing Team when it comes to all marketing activities.
- Work with the team to ensure that all relevant paperwork relating to funded programmes is recorded accurately, in a timely manner and submitted correctly.
- Support the Programme Manager and other staff to ensure health and safety requirements are met and that facilities comply with legislation.
- To ensure project finance administration is completed efficiently by ensuring that all expenditure is properly authorised in line with the General Authorities Manual and that the organisation’s financial procedures are followed. Ensuring that the paperwork relating to purchase invoices, grant claims and sales invoices are accurate and filed with the Finance Team in a timely manner. Producing project finance reports for funders. Supporting the Programme Manager to draft and monitor project budgets.
- Monitor and update all social media and direct any queries to the appropriate person/project lead.
- Maintain up to date information in appropriate venues.
- To comply with Groundwork’s Health & Safety, Equal Opportunities and Safeguarding policies.
- Supporting community, volunteering and corporate events

**Person Specification (requirements to carry out this role)**

**SKILLS and EXPERIENCE**

**Essential/ Desirable**

Excellent interpersonal skills and the ability to liaise effectively with colleagues and to relate to people from diverse backgrounds

E

Be an excellent ambassador for Groundwork, and maintain professional standards at all times

E

Excellent organisational and time management skills with a willingness to be flexible and adapt to changing priorities

E

Ability to work on own initiative

E

Excellent timekeeping and able to get to place of work

E

A good use of ICT (word/excel/powerpoint) and social media platforms

E

Knowledge of health and safety legislation

D

Experience of working in or with the voluntary or public sector.

D

**EDUCATION/TRAINING**

Broad understanding of ICT

E

Formal qualifications in English and Maths (GCSE Grade C or above)

E

Full driving licence

E

**VALUES**

Self-motivated and able to work under pressure

E

Able to work independently and as part of a team

E

Calm and professional working attitude

E

Commitment to equality, diversity and inclusion

E

Ability to act as a champion of Groundwork’s overall strategic aims, including a commitment to environmental initiatives.

D

**Job Types**: Part-time, Fixed term contract
Contract length: 15 months
Part-time hours: 18.5 per week

**Salary**: £21,000.00 per year

**Benefits**:

- Flexitime
- Life insurance
- On-site parking

Schedule:

- Monday to Friday

**Experience**:

- Administrative: 1 year (required)

Licence/Certification:

- Driving Licence (required)

Work Location: One location

Reference ID: Selby Admin Assistant