Administrative Assistant
6 months ago
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**JOB DESCRIPTION**
**JOB TITLE**: Administrative Assistant
**EMPLOYER**: Acorn Venture Association
**LOCATION OF WORKPLACE**: Acorn Farm
Depot Road
Kirkby
Merseyside L33 3AR
**RESPONSIBLE TO**: Deputy Manager
**RESPONSIBLE FOR**: Providing administrative, clerical and other support in a timely, professional and efficient manner to ensure that the project runs smoothly.
**MAIN DUTIES AND RESPONSIBILITIES**:
**GENERAL ADMINISTRATION**
- Ensuring that messages left on the answer machine are dealt with promptly.
- Ensuring greeting messages on answerphone are current.
- Opening mail and passing on to relevant person
- Ensuring bookings for school visits and animobiles are recorded in the education diary
- Liaising with the cafe manager if food is required for a birthday party.
- Liaising with horse ride staff if horse rides are required for weekend birthday parties
- Relaying details of parties to the Weekend Manager via the weekend link book
- Ensuring that the birthday party room is left in a neat and tidy state on a Friday afternoon.
- Assisting with cash-up of tills as requested.
- Ensuring bookings for activity days are recorded and payment received
- Obtaining quotations for supplies/work to be carried out as requested
- Greeting visitors and offering refreshments
- Analysing visitor surveys and other information
- Filing documents for own post, manager and deputy manager as required
- Ensuring that office machinery and equipment is fully operational and serviced as required
- Assisting with correspondence, preparing/sending reports and research
- Monitoring working hours of cleaning staff [via CCTV footage] on an ad hoc weekly basis.
- Record hours worked of Farm Assistant/Driver onto a spreadsheet on a weekly basis
**ORDERING STOCK/SUPPLIES**
- Ordering animal feed, hay and straw as requested
- Monitoring and maintaining stock levels of stationery and ensuring the office store is kept in a clean and tidy state.
- Maintaining stock levels of cleaning supplies and on delivery ensuring that supplies are stored in the appropriate place so that they do not present a health and safety hazard
- Maintaining stock levels of First Aid supplies
- Ordering animal feed bags as required
- Ordering of café supplies as requested by the Café Manager
- Ordering of shop supplies
**MARKETING**
- Updating signs, notices and boards around the farm site in a timely manner.
- Designing flyers to promote farm products, events and activities
- Maintaining databases of customers and local firms.
- Sending out regular press releases to the local media
- Updating the website as required
- Posting regular updates on Acorn’s Face book page/Instagram/Twitter
- Replying to all reviews [Face book, Trip Advisor, Google] in a timely fashion
- Administering the animal sponsorship scheme within an appropriate timescale [1 week]
- Monitoring stocks of leaflets and copying/ordering supplies as needed
- Ensuring leaflet racks are kept fully stocked
- Ensuring adequate supplies of up to date farm site plans and other relevant visitor information are available in the shop and admissions kiosk
- Ensuring spare till rolls and an adequate supply of admission stickers are kept in the shop and kiosk
- Organising competitions e.g.” Name the animal “
**OTHER**
- Carrying out toilet checks twice daily
- Running occasional small animal petting sessions as requested by visiting groups
- Making ice cream
- Bagging up animal feed when needed
- Assisting the people we support with ordering and paying for lunch
- Providing lunchtime relief in the shop/admissions kiosk as required. Checking stocks of paper hand rolls in hand washing area before and after shift in kiosk.
- Checking menu in cafe weekly and replacing as needed.
- Serving in the shop/plant sales/admissions kiosk/cafe to cover sickness /holidays
- Clearing and cleaning café tables as needed
- Ensuring that all new staff are issued with an identity badge within an appropriate time scale.
- Administering First Aid
- Occasionally helping to put the animals away and to lock up
- Safe-guarding the property of the Association as entrusted to your care.
- Acting in accordance with the requirements of the Data Protection Act
- Attending relevant training, staff supervision and staff development reviews.
This job description is an outline of the requirements of the post and as such is not exhaustive. The post holder may not unreasonably refuse to undertake any other duties deemed commensurate with the post.
**CONFIDENTIALITY**:
Acorn Farm recognises the great importance of confidentiality in the professional practice of its staff and in its administrative procedures. Information clearly intended for one purpose should not be used for another without the sanction of the service user, staff member or person supplying the information. The only exceptions are where there is clear evidence of serious danger to the service user, staff member or other person(s) or where legislation requi
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