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Office Administrator

2 weeks ago

Ascot, United Kingdom Ben - Motor & Allied Trades Benevolent Fund Full time

Lynwood Court, Lynwood Village
Rise Road, Ascot, Berkshire SL5 0FG

Tel
01344 298 100

Helpline 08081 311 333

**Job title**:Administrator

**Reports to**:Centre Manager or other designated
**Reporting to job holder**:Not Applicable manager dependant on location

**Overall purpose**:
To support the provision of comprehensive, high quality, customer focused administrative services to support the effective and efficient operation of the Centre.

**Principle accountabilities**:
**Planning and organising**
- To provide full reception, secretarial and administrative support, as required, to the Centre.
- To maintain, monitor and review all administrative files held by the Centre, including the input and retrieval of information, as and when required.
- To respond professionally and appropriately to all face to face and telephone enquiries relating to the work of the Centre.
- To maintain on a rota basis, dependant on location, an efficient and effective reception facility for all visitors to the Centre.
- To maintain administrative systems and records to ensure the smooth running of the centre.
- To assist in the maintenance of HR systems and processes within the Centre to support the effective management of staffing resources and produce management reports related to staffing matters as required.
- To provide administrative/clerical support to the management team at the Centre.
- To produce accurate reports and documents relating to the efficient running of the Centre as required.
- To maintain adequate stationary supplies for the Centre including the ordering of replacement stock when required.
- To maintain appropriate supplies of publicity, marketing and other written material relating to the centre where required.
- To assist in the effective administration of conference/function facilities within the Centre, liaising with other service areas within the Centre as appropriate to ensure the smooth running of events.
- To contribute to the effective financial administration within the Centre as required including the maintenance of cash handling records, production of customer invoices etc.

**Business focus**
- To comply with current Fire, Health & Safety at Work and associated legislation by observing Ben’s policies and procedures and carrying out safe procedures and practices at all times, following appropriate reporting arrangements as required.
- To work within the required Care Quality Commission (CQC) standards and Ben policies and procedures at all times.
- To follow current infection control guidelines to minimise risk to customers, visitors, colleagues and Ben.

**Author: HR Version: 0.1 Date: July 2017**
Ben - Motor and Allied Trades Benevolent Fund. Registered office: Lynwood Court, Lynwood Village, Rise Road, Ascot SL5 0FG. A charity registered in
England and Wales (no.297877) and Scotland (no.SC039842). A company limited by guarantee, registered in England and Wales (no.02163894).
Registered with the Homes and Communities Agency (no. LH 3766).
- To comply with Ben’s Safeguarding guidelines and reporting procedures.
- To comply with Ben’s protocols and requirements on maintaining confidentiality.

**Communication**
- To ensure all communications and interactions with customers, colleagues relatives and other stakeholders is effective, sensitive and professional.
- To report immediately or as soon as reasonably practical any complaints, accidents or incidents involving colleagues, customers or visitors to the designated manager.

**Managing Performance**
- To participate in the assessment and evaluation of the quality and effectiveness of administrative services provided to customers and colleagues and contribute to the development and implementation of service/standard improvement plans as required.
- To support and assist new staff and act as a mentor to new starters as required.

**Stakeholder Relationships**
- Represent BEN and the Centre in a positive manner.

**Achieving Customer Service Excellence**
- To support the delivery of high quality and consistent administrative services to colleagues, customers, visitors to the Centre.
- To recognise customers’ individual rights to dignity, privacy, choice and confidentiality.

**Additional Duties**
- To attend meetings and training sessions as required to support continuous learning and development and performance improvement.
- To undertake any other duties specified from time to time by the Ancillary Services Manager or Centre

Manager.

**Deliverables - Key measures**:
**Planning and organising**
- To contribute to the provision of high quality, customer focused administrative/reception services which support the efficient and effective operation of the centre.
- To participate, as required in audits and quality assurance programmes to evaluate standards of service delivered to customers.

**Business Focus**
- To assist in the maintenance of a safe working environment at all times.
- To ensure that all aspects of the regulatory and orga