Resource Assistant

**Resources Assistant**
**Job Description and Person Specification**

**Location**: The Grange, Bookham

**Hours**: 2 days per week, including some flexible working/holiday cover as required. Potential to increase days in the future

**Accountable to**: Resources Team Leader

**Responsible for**: Any temporary/bank staff/ work experience/volunteers supporting this area of work

**Purpose of the Role**:To provide efficient and effective administration support - particularly in staff training and HR admin back-up support - which ensures the delivery of high quality services across
The Grange. When on reception, to give a warm welcome for all clients and visitors whilst on reception.

**Key Duties**

**1. Team Working**
- provide a combination of regular and ad hoc administration support for all departments, as directed by the Resources Team Leader;
- share and support Reception duties - answering the phone, taking deliveries, managing
- proactively look for more efficient ways of providing administrative support across the organisation (eg reducing paper-based administration, removing duplication of tasks, deploying volunteer help) and suggesting this to the Team

Leader;
- sell and despatch Grange-made goods on behalf of other teams, in line with agreed procedures and keeping the correct records;
- supervise people we support when doing work experience in Reception or

Resources Team, ensuring they have a productive and satisfying experience;
- support the administration of job lists for the Facilities Team, to enable prompt service by the Team and timely updates to colleagues requesting jobs.
- share and support the Resources team in minute taking at Trustee meetings.

**2. Site Welcome**
- ensure that appropriate safety information is provided to all visitors, and accurate records kept to ensure safe evacuation in the event of an emergency;
- act as fire marshal for the Main House, in accordance with training provided;
- to manage incoming calls and take comprehensive message for colleagues when not available;
**3. Administration Support**
- open and distribute incoming mail, ensuring correct procedures are followed for the recording of incoming monies;
- receiving deliveries (eg medication, groceries, supplies for colleagues) and ensuring they reach the correct recipient promptly and securely;
- order stationery and tea/coffee/milk supplies for staff kitchens;
- assist with scanning, laminating, copying, filing and mail as required to support the work of any team that requires this, as directed by the Resources Team

Leader;
- assist in the setting up, delivery and clearing away of events on site, whether they are private hirings or internal;
- maintain databases and customer relationship management systems as required, to ensure information held by The Grange is up to date and appropriately stored in line with Data Protection requirements;
- ensure that reference documents such as staff car registration list, fire register, internal phone directory etc are kept up to date and filed on the S Drive for ease of colleague access;
- coordinate the insurance checking and assessment testing of new staff drivers;
- coordinate supply of cards for staff birthdays for the Chief Executive to write;
- share, with the team leader, in the taking of minutes at Trustee board meetings and any other meetings where this is a requirement

**4. Personal Development**
- participate in organisational projects and other ‘task and finish’ groups where required by the Resources Team Leader or Chief Executive Officer;
- attend training courses as appropriate and to ensure continuing professional development;
- champion new digital systems to role model a ‘digital first’ culture at The

Grange;
**5. HR administration, training and support**

To provide administration support to the HR Officer, and oversee training programmes. This may include but is not limited to:

- recruitment advertising, internal liaising for requirements, sending interview invites, preparing interview schedules, on boarding paperwork, providing guidance and advice, producing reports, attending staff meetings.
- Atlas - running reports, and supporting training set up and certificates, setting up new staff, removing leavers and updating staff records.
- Help in the re-design and implementation of training, training systems, calendars and courses

**6. Other Duties**
- to support all departments in all areas of the Grange covering various different tasks.
- to support other members of the resources team and to cover for each other with your team working abilities.
- to support within the resources team the HR officer in day to day duties and all staff training.
- be responsible for the presentation and good hygiene of the Reception Kitchen, including stacking and emptying the dishwasher, keep ledges clear and clean and arranging for bags of milk bottle tops to be collected as required;
- any other duties as may reasonably be required by the Resources Team