Administration Officer

**Job Title: Administration Officer**

**Reports to**:Executive Assistant

**Location: The Showroom, Lincoln (Travel to other YMCA sites and off site meetings will be required at times)**

**Hours**:Full time 37.5 hrs Mon - Fri

**Salary**: £22,609.13

**Job purpose**

The YMCA is the oldest and largest youth charity in the world, operating as it does across 119 countries. YMCA Lincolnshire reached its 150th year in 2019 and has an outstanding track record in delivering a range of services in the following five key work streams;
- Accommodation
- Health and Wellbeing
- Family & Youth Work
- Training and Education
- Support and Advice

YMCA Lincolnshire mission is to be a sustainable, vibrant and visionary charity serving communities and individuals throughout Lincolnshire, helping them gain the strength, resilience and skills to thrive and achieve their full potential

Using Christian Values as our foundation, we aim to develop the mind, body and spirit of individuals, families and communities and improve health and wellbeing for all.

The person in this role will carry out general administration duties for all departments across the YMCA. They will report into the Executive Assistant who will assume responsibility for prioritising requests for administrative assistance from departmental managers.

**Main areas of responsibility**
- To provide organised, efficient, and high-quality administrative support in the context of supporting all Team functions, and engaging all organisational Directors, departmental managers, and their staff as necessary.
- Maintain excellent administrative records and assist with; arranging appointments and meetings as appropriate and ensuring all relevant information is passed to all parties
- Assist with travel travel arrangements for the CEO, Executive Team and wider teams as appropriate
- Assemble and prepare papers for meetings, projects, funding requests and reply to requests for information.
- Ensure the maintenance of clear and effective filing, records and other systems and to keep them updated.
- Arrange a variety of weekly/ monthly meetings, Executive team meetings, Senior Leadership meetings and Health & Safety Forums and when required, take accurate notes. Ensure that matters arising from meetings are dealt with by the appropriate people within agreed timescales.
- Filter telephone and meeting requests.
- To draft correspondence and other documentation such as reports, board papers and presentations
- Make any telephone calls as requested directed by the Executive Assistant and Departmental Managers
- To deal with electronic mail, both incoming and outgoing, in a secure and confidential manner.
- Assist in the organisation of Annual Christmas Awards Event.
- Manage a variety of administrative duties from departments and build good working relationships with staff in all functions
- Support the Executive Assistant in the organisation and detailed planning of special events, such as away days and charity events.
- Organise workload and prioritise on a daily basis using own initiative and knowledge of the work with minimum supervision
- Maintain a high degree of confidentiality with regard to issues concerning members of staff and all stakeholders. Respond positively with tact, sensitivity and awareness to all stakeholders in relation to duties undertaken.

**Essential Requirements**

Willingness to learn and grow professionally. To be a motivated and positive member of the department
- High level Administrative and organisational skills
- Good understanding of the principles of customer care
- Ability to manage multiple projects simultaneously and thrive
- Good project management skills.
- Ability to prioritise and organise work effectively to meet deadlines
- Ability to fully support and understand another individual.
- Demonstrate a growth mindset (eg:.embrace latest technology, innovate methods for increasing work efficiency)
- Driving licence and access to a vehicle

**Desirable Requirements**

Experience of office systems and procedures, some of which will have involved providing administrative support in the not for profit sector.

Substantial experience of information management including gathering, handling, communicating and storage of electronic and paper-based information.

Experience of managing diaries, travel schedules and work programmes in a multi-priority environment.

Experience of establishing new filing and administrative systems desirable. Ability to work with minimum supervision, to manage workload and meet deadlines

Well organised, with the ability to prioritise tasks and work under pressure

Ability to work as part of a team

**Skills**

Organised

Attention to detail

Ability to multi-task

Ability to maintain confidentiality

Tact and diplomacy

Professionalism and efficiency

Enthusiasm, self-motivation and initiative

Flexibility and willingness to step in where needed

Willingness to take ownership and responsibility

High level of written