Administration Assistant

**Job Title**:
Administration Assistant (Moving forward Together)

**Department**:** Sustainable Communities
**Office Location**:
**Rate**:
**Hours**:
CALDERDALE/ HALIFAX

£9.90 per hour paye
- 8.30 -4.30 or 9-5pm Monday to Thursday
- 8.30 - 4 or 9-4.30 on a Friday

**Job Purpose**
- To provide a professional administrative support service to Newground.
- To work within a team and assist other team members to achieve performance objectives.
- To take responsibility for reception and front-of-house duties providing a professional service.

**Reporting To**

Will receive supervision and guidance and report to the Sustainable Communities Coordinator East

**Staff Management Responsibilities**

None

**Range of Decision Making**:
Daily decisions relating to the prime objectives of post and within established policies and procedures.

**Responsibility for Assets, Materials Etc.**:
Responsible for the safe usage of any materials and equipment in compliance with Health and Safety Legislation.

Access to computer information and confidential material etc, therefore responsible for the security and management of it under the provisions of the Data Protection Act.

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**Budgetary Responsibilities**

None

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**Key Contacts**
- Newground employees
- External customers

Good communication skills on the phone, able to handle customer calls and queries

Will be based in the new year in the Reception at a Hub, where people come for support and advice

Attention to detail, will be processing personal records and ensuring no duplicate records.

Data inputting, scanning uploading

Working on a fuel support and employment and skills programmes

**Essential Duties &**

**Responsibilities**

**General Duties**

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1. **To provide the team with administration and organisational support**.

This includes:

- Providing professional administration support to Newground staff in liaison with the Management Systems Coordinator. General typing / mail merge / photocopying / collating information.
- Scanning documents / maintaining spreadsheets/databases
- To ensure that customer feedback information is reviewed and effectively reported on through obtaining and collating information from project evaluation surveys/customer feedback surveys/ press media coverage/customer satisfaction surveys.
- Ensure the customer relationship management database is kept up to date with all the required information for each contact.
- To use social media to find and engage with potential customers, listen to brand chatter and drive traffic to the company website.
- To assist with the production of statistical information where required for internal and external purposes.
- Collating paperwork relating to funding / audits
- Collate monitoring details for submission to the charity.

2. **To provide a general support service**:

- To ensure the reception area projects a professional image and ensure any information displayed is up-to-date and relevant.
- To ensure that any visitors to Newground are welcomed and dealt with professionally and promptly.
- To answer all external telephone calls promptly, ensuring any messages are relayed clearly to the relevant person. To take responsibility for the mail room and ensure that both incoming and outgoing mail is processed promptly.
- To monitor and control stationery and office stock supply and order refreshments and cleaning products for bases..
- Organising the refreshments for meetings and assist with room bookings.
- Administration of internal and external events; updating spreadsheet bookings/room bookings/purchasing refreshments/obtaining costs etc.

**Corporate Duties**:
3. To represent the company in a professional manner and to uphold our values, aims and objectives.

4. To attend any training and development events considered necessary, including professional development.

5. To uphold, contribute to and promote the commitments within our Equality and Diversity policies.

6. To observe Health and Safety requirements and report any breaches or potential breaches to the line manager.

7. To ensure all activities comply with data protection.

**Please Note**:
This information is provided to help staff joining the Group to have an understanding and appreciation of the work content of their post and the role they are to play in the organisation. The following points should be noted:

- Whilst every endeavour has been made to outline all the duties and responsibilities of the post, this document does not permit every item to be specified in detail. Broad headings may have been used, which assume that all the usual routines are included.
- Staff should not refuse to undertake work that is not specified on this form. They should record any additional duties they are required to perform and these will be taken into account when the posts are reviewed.

Resourcing Group is acting as an Employment Agency in relation to this vacancy.