Administration Services Officer

Post Administration Services Officer

Job Purpose: The role is to primarily maintain and develop the Foundation’s administrative systems, to provide comprehensive team administration support for events and meetings, reception duties, some confidential
PA support to the Chief Executive, support to the Head of Finance and
Operations, ensure the smooth and safe running of the office and to organise and service internal and external meetings.

Responsible to: Head of Finance and Operations

Hours: 35 hours per week

**Salary**: £20,000-£23,000 (dependent on experience)

Pension: 3% contributory scheme

Holidays: 25 days per annum in addition to statutory bank holidays and Christmas office closure

Base: 18 Albion Place, Northampton NN1 1UD and some homeworking.

Main Tasks:
1. To provide administration, reception, and office services:

- Providing administrative support including minute taking for board and sub-committee meetings, data entry and handling general enquiries
- Providing excellent customer reception duties; face to face and telephone
- Providing confidential secretarial support, including personnel to the Chief Executive
- Maintaining an electronic diary system of all key meetings and events
- Developing and maintaining filing systems on Sharepoint and Microsoft 365 in conjunction with other staff
- Maintaining and updating the contact database - DIGITS 2 Salesforce
- Supporting the Chief Executive in providing administrative support for the Quality

Accreditation process - updating policies and procedures
- Providing administration support to a wide range of foundation-led events
- Ensuring adequate stationery and materials are available, including cleaning and catering resources
- Open, date stamp and distribute incoming post and deal with all outgoing mail
- Oversee the Breathe HR system
- Dealing with external contractors such as confidential shredding, IT provider, utilities, alarm and cleaning companies.
- Providing administrative support to the Head of Finance and Operations

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2. To service Board and Panel meetings:

- Liaising with the Chief Executive to plan and prepare for Board, Panel and other NCF meetings
- Taking minutes, circulating agendas and papers electronically and carrying out any other tasks necessary to ensure meetings operate effectively, including maintaining files
- Being responsible for provision of rooms, equipment and refreshments and or virtual meetings via Teams or Zoom.
- Contacting applicants by telephone when clarification or further information required
- Providing information on successful grants in formats as required
- Support the Head of Finance & Operations in the processing of BACS payments
- Provide customer service support on grants enquiries

4. To provide personnel administration:

- Supporting administration of the recruitment process for staff and trustees
- Being responsible for maintenance of personnel records
- Keeping appraisal timetables
- Ensuring staff and trustee handbook is kept up to date
- Preparation of induction paperwork
- Providing support to the CEO and preparation of paperwork for Quality Accreditation process

5. To be responsible for maintaining the workplace:

- Ensuring health and safety regulations are met and communicating such to staff
- Supporting the Chief Executive regarding property and maintenance matters
- Maintaining IT and telephone systems and liaising with suppliers of support
- Ensuring office equipment is maintained and used correctly and effectively

7. From time to time it may be necessary for the post holder to contribute towards other aspects of the Foundation’s work as required by the Chief Executive, commensurate with the scale and general nature of the post.

All tasks to be completed in line with Northamptonshire Community Foundation’s procedures and guidelines

ADMINISTRATION SERVICES OFFICER

ESSENTIAL SKILLS & REQUIREMENTS

1 Excellent interpersonal skills with an approachable and warm manner together with a supportive and professional attitude.

2 Excellent administration and numeracy skills.

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3 Excellent customer care skills.

4 Excellent organisational skills, with the ability to work under pressure and to meet deadlines.

5 Evidence of excellent IT skills, in particular with regards to databases, Microsoft 365 including

Sharepoint, Teams and Zoom.

6 Motivated, flexible and prepared to suggest change to improve standards.

7 Excellent written and verbal communication skills, with a good eye for detail.

8 Previous experience in minute taking

9 The ability to remain calm, helpful and positive in all situations and the ability to relate to all sectors of the community.

10 Can take responsibility for allocated tasks and see them through to conclusion, requesting assistance when required.

10. Works well with colleagues in a small team environment.

DESIRABLE SKILLS & REQUIREMENTS

1 Knowledge of Northamptonshire.

2 Knowledge and understanding of the voluntary sector an