Administrative Assistant

Administrative Assistant Job Description
**Job Title: Perm/Contract: Reports to**:
Administrative Assistant Permanent General Manager

**Based at: Hours: Salary**:
Talbot House 27.5 hours per week £17,352.46

Monday-Friday 9am-3pm / £12.13 per hour

About the Role

The Administrative Assistant is responsible for the smooth running of various aspects of the Talbot

House Support Centre office and the premises. This role involves being the first point of contact for our service users, who are parents and carers of children and adults with learning disabilities.

Therefore you will need to have caring and compassionate communication skills, and ideally possesses a broad understanding of learning disabilities and the challenges of being a carer.

You will also be responsible for the day-to-day financial management of Talbot House utilising our

Intuit QuickBooks accounting system. This includes managing the petty cash, generating invoices for funds, paying invoices and bills, managing our bank accounts, generating financial reports and budgets, fundraising and in house sales as requested by management.

You will also be required to manage the day-to-day running of admin tasks such as communications, stationery, paper and electronic file management (GDPR compliance), building maintenance, and various regulatory and operational requirements/tasks. You will also provide appropriate administrative support to other team members where necessary.

Main Duties

**First Point of Contact;**
- Answer Phone Calls in a professional, caring and polite manner.
- Booking and managing appointments.
- Meet and greet service users and 3rd parties.
- Maintain signing in book.

**Communications;**
- Social Media notices/communication (Facebook, Twitter, Website etc.)
- Managing the Admin mailbox and respond to queries in a timely manner.
- Creating posters and notices through the Talbot House Support Centre building as required.
- Produce memos, letters, promotion leaflets and advertising events in good time through social media and mail outs.

**Financial Administration;**
- Manage our Intuit QuickBooks accounting system and banking services.
- Generating funding invoices in a timely manner.
- Categorise expenditure and income.
- Manage petty cash and reconciliation
- Store paper-based and electronic invoices and billing in an organised manner.
- Manage the donation processes and procedures with both online submissions, in-person, collection tins etc.
- Generating financial reports and budgets as requested by management.

**General Admin;**
- Building facilities management i.e. repair work, deal with faults etc.
- Health and Safety
- Ensure paper and electronic files are stored appropriately and meets Data Protection compliance (GDPR)
- Payroll Management
- Pension Management
- Mobile Phone Contracts and Handheld devices
- General Admin support i.e. order stationery supplies, photocopying documents, filing etc.

General Responsibilities
- To work as a member of a team under the direction of and accountable to the General

Manager
- To maintain Talbot House practice policies and values at all times
- To raise the profile of parent carers and the issues that they face
- File management on the shared drive
- Ensuring the upkeep of hardware including: desks, computers, telephone system
- Any other such duties as may be required by the Manager and/or Management Committee.

Professional
- The post holder will be responsible for their personal and professional development as identified and agreed through supervision
- The post holder will participate in raising awareness of the importance of unpaid parent carers as volunteers
- The post holder will participate in research and audit activity as required.
- The post holder will value diversity and promote equality of opportunity ensuring that individuals are treated fairly and respected for their contribution in terms of experience knowledge and skills.

Confidentiality & Management of Information
- The post holder will ensure that electronic and paper files are maintained in keeping with

Talbot House Policies and procedures.
- The post holder will deal with a range of personal and confidential information, so it is vital that confidentiality of information is maintained at all times whether written or given verbally.

Job Content

This job description is not exhaustive. The tasks described are representative of the duties it is expected the post holder will undertake within the grade range of the post. Job content will be reviewed as necessary in consultation with the post holder, to reflect the changing nature of the post

Contract

Person Specification

**Essential Desirable Method of**
**Assessment**

**Education/ **None Evidence of previous Application
**qualifications **relevant training. form
**Training ** Safeguarding Training.

**Knowledge and ** Evidence of sensitive Working knowledge of Interview &
- Experience with customer Previous experience in a form service/phone call ha