Administration Assistant

6 months ago


Ammanford, United Kingdom Canolfan Maerdy Full time

Job Title:
Administrative Assistant
Department:
general

**Location**:
Tairgwaith
Training:
Provided to Applicant(s) as needed
Level/Salary Range:
Min/NLW plus 10p
Position Type:
25hrs Part Time - hours may vary by agreement.
Responsible to:
Manager (s)
Responsible For:
Reception and Administration systems with some specific duties re projects.

address:
Canolfan Maerdy

New Road, Tairgwaith

Ammanford, SA18 1UP
Job Description & Requirements
**Purpose**:
To ensure the proper flow of work by carrying out common office duties on behalf of Development Managers and Finance Officer. Maintaining a tidy, positive and friendly welcoming environment, acting as the first line of contact to visitors, users, partners and funders in person, online, and via telephone.

**General** **Duties**:

- Undertaking normal reception duties welcoming users and visitors to the Centre, dealing appropriately with phone calls, sorting mail and deliveries.
- Dealing with room bookings, ensuring that rooms are ready for the users and planning refreshments
- Assisting in planning and arranging events and attending to support where appropriate.
- Drafting formats, and prints relevant documents
- Maintaining relevant stock lists and orders office supplies as needed
- Maintaining records in support of the Finance Officer and other staff
- Interacting with Development Managers and project leads carrying out their requests
- Assisting in creation or agendas and recording of meeting notes
- Assisting the Finance Officer with basic bookkeeping tasks, with appropriate levels of access to Xero accounts package.
- Maintaining some systems e.g. accurate records for employee holiday requests once these have been approved by the relevant manager.
- Manages outgoing post and records data on special deliveries
- Photocopying and filing appropriate documents as needed
- Attending training as required
- Supporting with oversight of website functions and social media profiles
- Further developing and maintaining contacts database and using it to send out information as appropriate
- Assisting with and updating data collection systems to ensure appropriate recording of Centre/service users and quality monitoring.
- Adherence to Canolfan Maerdy’s policies and procedures;
- Undertaking appropriate tasks as required by Manager.

**Specific Duties**:
Working with Transport Coordinator to:

- accept, record and organise bookings for cars and minibus
- Monitor and record budget providing monthly reports
- Undertake duties to maintain services in the absence of the Coordinator
- Working with Community Garden Development Worker:

- Monitor and record budget providing monthly reports
- Support the organisation of purchasing
- Monitor in kind volunteer support, ensuring timesheets are maintained and recorded
- Monitor and ensure regular recording of activities
- Assist with running events and activities

**Skills and Qualifications**:

- Prior administrative experience preferred but not essential;
- Strong attention to detail;
- Ability to work without supervision;
- Very good time management skills;
- Team working skills;
- Very good literacy, Communication, numeracy and Customer Service Skills;
- Ability to communicate effectively through the medium of Welsh a distinct advantage;
- Technical Skills, Including proficiency with Microsoft Office programs and Xero or similar financial package;
- Time management and organisation skills;
- Ability to handle confidential information and maintain confidentiality in relation to information in the Centre and users information.
- Strong record keeping skills;
- Willingness to learn;
- Clean Driving licence would be an advantage;
- Ability to multitask.

All Canolfan Maerdy Staff are expected to work appropriately as a part of a coherent team, providing support across services where needed. Other services include: Food Hwb, Café and meals service, Youth Activities, Adult Learning and Childcare.

**Job Types**: Part-time, Fixed term contract

**Salary**: From £10.52 per hour

**Benefits**:

- Casual dress
- Company pension
- Employee discount
- Flexitime
- Free parking
- On-site parking

Schedule:

- Flexitime
- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- Welsh (preferred)

Licence/Certification:

- Driving Licence (preferred)

Ability to Commute:

- Ammanford, SA18 1UP (required)

Ability to Relocate:

- Ammanford, SA18 1UP: Relocate before starting work (required)

Work Location: In person



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