Administrator

3 weeks ago

Edinburgh, United Kingdom Office Angels Full time

Office Angels Edinburgh have a great opportunity for an Administrator to join our client's team (This is for a charity). Our client is based in Edinburgh city centre - with some remote working. The hours of work are Monday - Friday 9am to 5pm and the salary is £19,594.

**Purpose of Job**
To provide administrative support for our client including their external training delivery. The post holder will be the first point of contact for people contacting our client.

**Main Tasks**
First Point of Contact
- To be the first point of contact for callers and visitors to provide information about our clients services according to agreed protocols and standards
- To answer and manage incoming calls and online enquiries including those generated through the database, directing them to appropriate services, taking messages, cancelling appointments or signposting people to other sources of help or information where appropriate, in line with agreed protocols and standards.
- **Administrative Support for Our Clients Services**
- To provide cover for the Executive Administrator during leave
- To provide System Administrator cover for our clients database during Executive Administrator leave
- To provide administrative support to all services, including filing, record keeping, database inputting, word processing and spreadsheet input/reporting in accordance with current data protection legislation.
- To enter all relevant details in the electronic appointments and room bookings diaries and pass information to relevant staff when necessary.
- To maintain the Duty, On Call Manager rota and contact list and notify staff of any changes.
- To be responsible for all outgoing and incoming mail, ensuring that mail is posted on a daily basis.
- To maintain office equipment and supplies and order stationary/other office supplies, within agreed limits. Maintain the stationery store cupboard.
- To assist in updating the intranet site
- To act as Fire Marshall for the office
**Training Administration**
- To respond to training enquiries from external customers and provide information about the external training delivered by our client whilst maintaining a record of all queries, contacts and requests for further information and guidance.
- To liaise with the Trauma Learning and Development Lead to facilitate efficient and effective initial responses to enquiries including liaising with potential customers and trainers and preparing training agreements.
- To send all joining instructions, preparatory reading and other necessary details to training participants and delivery information, attendance lists etc to trainers, in advance of training deliveries.
- To maintain an up to date, accurate and accessible record of all training delivery, proposals, agreements, pricing schedules, bookings, calendar of delivery dates and times
- To circulate any post-training resources and information to participants.
- To collate and report feedback for each training delivery to customer and trainers and produce a consolidated report on feedback overall.
- To produce other necessary reports from records and systems to assist the team to report on performance and prepare invoice requests for Finance.

**Person Specification**
Qualifications:
Good level of educational attainment

Experience
- Experience of working in a reception and/or administration role or similar
- Experience of preparing reports using Excel spreadsheets.
- Experience of speedy and accurate word processing to meet deadlines
- Experience of using digital technology and software packages such as Microsoft Office, including SharePoint
- Experience of providing information in writing, by telephone or in person
- Experience of managing multiple deadlines and competing priorities with a demonstrable experience of initiative and autonomous working.
- Experience of working effectively within, and across, teams
- Experience of working in an office environment where there is a high level of commitment to values and principles, and working in partnership with others is integral to success

Knowledge
- Understanding of the sensitivities of working with external customers, self-employed trainers and people who are experiencing mental health difficulties, and those who may be in distress
- Knowledge of electronic appointment/booking systems.

Skills and Abilities
- High level of proficiency in Microsoft Office 365 and SharePoint including Word, PowerPoint, Outlook and Excel
- Excellent organisation and time management skills with the ability to work using own initiative
- Excellent verbal, written and listening skills including a good telephone manner, an ability to present complex information in an accessible way.
- Ability to carry out detailed administration tasks by thinking critically and reflectively to plan, prioritise and evaluate work
- Able to liaise with a diverse range of individuals and groups
- Ability to support people who are feeling distressed or upset
- Trustworthy, reliable, open t

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