Administrative Officer

**JOB DESCRIPTION**

**Role Title: Administrative Officer**

**Main Purpose of Role**:
To provide Reception and Administrative services for users and visitors to Jubilee House
To be first point of contact for ICT (Information, Communication and Technology) queries and liaising with external ICT provider
To be first point of contact for all H&S issues, and liaising with external advisor
To provide high-level administrative and support for the Executive PA (EPA) in managing the office of three members of the Bishop of Southwell and Nottingham’s Senior Staff Team.

**Responsible to: Executive PA to the CE/Archdeacons**

**Working Relationships (both internal and external)**:
All staff at Jubilee House and Bishop’s Office to provide information and resolve queries
All visitors, contractors, course attendees etc to Jubilee House
External ICT Contractors
External H&S Contractor

**Principle Tasks**

**Reception**
- Providing a comprehensive reception service for visitors to Jubilee House and staff

Ensuring visitors are greeted and directed to their meetings. Ensuring the security routines are adhered to by staff and visitors
- Answering any direct calls to Jubilee House, providing answers where possible and directing queries to the appropriate Department
- Setting up rooms for training and other events, including ensuring ICT equipment is set up and ready for use. Providing refreshments where requested

**ICT**
- First point of contact for any ICT queries, including reprographics, where possible resolving these, otherwise liaising with external provider for assistance and resolution
- Monitoring usage of external ICT provider, checking monthly reports, identifying patterns and passing invoices for payment
- Monitoring telephone contracts, mobile, fibre and broadband, ensuring optimum use of mobile phones, placing orders and cancelling when not required
- CMS Superuser - assisting Diocesan staff with queries, creating reports, managing access and functions. Undertake the yearly data refresh by liaising with PCCs and updating the database
- Manage access and license distribution for Diocesan Zoom Account

**Health and Safety**
- Undertaking regular H&S activities, including fire drills, first aid provision and training for staff.
- Working with external provider to ensure audits are completed and actions addressed.
- Liaison with the H&S contractor to ensure the H&S Policy is reviewed each year
- Maintain log of risk assessments, updating these as required in conjunction with the H&S

Contractor

**Administration**
- Preparation of documents for large scale mailing, including copying, placing into envelopes and sending. Sending out electronic mailshots as required under the direction

of Directors etc
- Ensuring adequate supplies of all stationery and other office equipment within Jubilee

House, sourcing, pricing and ordering any special requirements as requested by Directors
- Managing the on-line room booking system, liasing with external hirers and ensuring all procedures are followed. Managing the equipment hire diary logging out and receiving back all equipment.
- Any other administrative duties as required, for example word processing, mail distribution and sorting, filing etc.

**Support to the Executive PA and team**
- Assist the EP in providing full administrative services to the Archdeacons and Chief

Executive
- Diary management for the Archdeacons (2), liaising with the EPA where necessary
- Alongside the EPA, provide support in the preparation of Diocesan Synod and Bishop’s

Council including production of papers, room booking and organising hospitality and equipment.
- Attendance to take minutes at formal business meetings (sometimes outside of normal office hours), may be required on an occasional basis
- Attendance at Diocesan Synod (three times per year) as and when required, to be part of the welcome team, assist with the organisation of refreshments and minute taking.

**Core skills and competencies**:

- Educated to A level or equivalent standard (eg Btec), or equivalent experience at a that level
- Competent user of Word/Excel/Powerpoint
- Excellent customer care skills, responsive to external and internal customer requirements
- Experience in using databases, understanding how to extract and report data
- Ability to provide first line support for user ICT queries
- Ability to understand H&S policies and undertake risk assessments
- Ability to take accurate and comprehensive minutes
- Good working knowledge of Microsoft Office including Outlook, Word, Excel,

PowerPoint and Teams.
- Committed team player with the ability to multi-task
- Ability to interact sensitively with a diverse range of individuals and deal with conflict

Desirable
- Understanding of H&S duties and legislation
- Undertaking H&S audits and risk assessments
- Competent user of O365
- Confident to be able to deliver training for staff eg H&S, use of ICT and other systems
- Experience in assisting with and resolving us