Administrative Support

3 weeks ago

Manchester, United Kingdom SPIE Full time

Part Time Administrative Support Assistant required 18 hours per week. Work days Wednesday pm and all day Thursday and Friday. Must have experience in working in an office environment and IT skills are essential.

**Job Purpose**
- To carry out administrative duties to high accurate standards, as per processes and procedures.
- To act as a point of contact for clients and internal staff.
- To provide an accurate information service to staff and clients.

Aims and Objectives
- Provide a comprehensive administrative support to services.
- To carry out a professional telephone answering service and redirect calls as necessary.

**Key Responsibilities and Accountabilities**
- Complile Monthly Reports for the Facilities Team within timescale deadline.
- Answer the telephone in professional manner. Screen and deal with queries professionally and efficiently.
- Manage travel and accommodation bookings on behalf of Facilities staff.
- Maintain Security Access passes for the building and accurately update the NET2 database and spreadsheet. Issue and deactivate passes when required.
- Develop, maintain and ensure that various database and spreadsheet records are reconciled and accurate and completed within timescales.
- Monitor and ensure there are sufficient stock and supplies
- Manage delivery and collection of post within the office.
- Manage and maintain the meeting room diary bookings through Outlook including catering arrangements where required.
- Ensure that you provide a smart/presentable, friendly, well-mannered and professional standard at all times.

Key Responsibilities and Accountabilities (Continued)
- Prepare correspondence and documentation.
- Input information and analyse questionnaires through Survey Monkey.
- Accurate electronic filing of documentation.
- Report office equipment and building faults.
- Carry out other relevant ad hoc duties as directed by Office Manager.

**Health & Safety**
- All staff is required to fulfil their legal duty to take reasonable care for the health and safety of themselves and others who may be affected by their acts and omissions, and to follow all guidance and instructions given in this respect. Further details regarding Health & Safety responsibilities are set out in the Health & Safety Policy.

**Person Specification**

**Qualifications, Experience, Knowledge and Skills**

The knowledge, skills, qualifications, and experience relevant to the position are:
**Essential**
- You must possess excellent keyboard skills and be proficient in the use of Microsoft Office packages especially Outlook, Excel and Word, and excellent in word processing, data entry and internet search skills.
- You must be customer focussed, have excellent organisational and professional skills.
- You must have an excellent telephone manner and good interpersonal skills.
- You must be able to demonstrate commitment to quality client service.
- You must have excellent listening, written and verbal communication skills.
- You must be able to liaise and communicate with staff at all levels.
- You must be able to work under pressure whilst maintaining a strong attention to detail and prioritise workload.
- You must have experience of working in a busy office environment.

**Desirable**
- Previous experience of working for busy multi-disciplinary company.
- Experience in using office equipment.

The knowledge, skills, qualifications, and experience relevant to the position are:
**Essential**
- You must possess excellent keyboard skills and be proficient in the use of Microsoft Office packages especially Excel and Word, and excellent in word processing, data entry and internet search skills.
- You must be customer focussed, have excellent organisational and professional skills.
- You must have an excellent telephone manner and good interpersonal skills.
- You must be able to demonstrate commitment to quality client service.
- You must have excellent listening, written and verbal communication skills.
- You must be able to liaise and communicate with staff at all levels.
- You must be able to work under pressure whilst maintaining a strong attention to detail and prioritise workload.
- You must have experience of working in a busy office environment.

**Desirable**
- Previous experience of working for busy multi-disciplinary company.
- Experience in using office equipment.

**Competencies**

The core support team competency framework for the position are:

- **Teamwork** - actively contribute to SPIEs effectiveness through personal commitment.
- **Planning, Organising & Executing** - able to understand the priorities, plan and organise the work and manage own time to deliver within the expected timescales.
- **Communication** - communicate clearly and concisely, impressing others and ensuring understanding of all relevant information in all circumstances.
- **Risk Management** - is aware on the impact on risk to the business and applies the necessary controls.
- **Adaptability** - is responsive and ope

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