Administration Assistant

**THE ROLE**

I am currently recruiting for an Administration Assistant for my client based in Halesowen. You will be supporting the Resources Manager in the management of Halesowen Office/Collaboration Hub and to provide general administrative support to SMT. This includesdeputising for the Management Secretary/Regional Support Officer where appropriate. This is a newly created position providing general administrative support within the Resources Team and to the wider Senior Management Team.

**KEY RESPONSIBILITIES/DUTIES**

- Reception
- Administration of record keeping
- Finance
- General administration
**Reception**
- Process incoming and outgoing mail and deal with deliveries
- Maintain Reception and waiting areas in a clean tidy and welcoming condition
- Maintain a diary of events, meeting and the locations of staff as required

**Administration**
- To develop and maintain records, both electronically and manually
- To update attendance records via an electronic or paper system
- To update and maintain records of family attendance and outcomes
- To produce statistical reports as required including generating reports from the electronic registration system
- Assist with documentation for any inspections
- Update essential policies and guidance documentation
- Prepare documentation and presentation information as required

**General Administration**
- Arrange meetings and take minutes when required including the circulation of minutes and associated papers
- Arrange appointments as required
- Provide cover as required
- To provide general administrative support as required, including the opening and closing the building
- Provide administrative support as required
- Any other duties commensurate with the grading and as required by either the Office Manager/Service Manager or Senior Administrator

**Support to Resource Manager/Management Secretary**
- Dealing with incoming donations and any national fundraising initiatives including arranging to send via Parcelforce, collating responses, keeping records and ensuring thank you letters are sent
- Returning IT equipment
- Maintaining high and low value inventories
- Deputising for Management Secretary in line with the scope and grading of this post

**Admin Support to SMT**
- Arranging meetings using MS Teams or Zoom or face to face
- Taking minutes at line group meetings and at other meetings as required
- Booking travel and accommodation for SMT as required
- Supporting with administration of regional events e.g. OMG, Conferences, which may include attending and providing support on the day, issuing badges, signing attendees in, producing materials
- General administration support to SMT within the scope and grading of this post

**PERSON SPECIFICATION**
- Well-developed numeracy and literacy skills
- Substantial experience of IT systems including the use of word, Excel and database systems
- Substantial experience of general office procedures
- Substantial experience of data inputting, maintaining records and producing statistical reports
- Substantial experience of telephone/reception duties
- Able to model required behaviours
- Able to maintain strict confidentiality and work within data protection guidelines
- Able to work effectively as a member of a team and on own initiative
- Able to work in a thorough and systematic way, paying attention to detail
- Able to communicate effectively with staff, young people and visitors
- Able to deal with constant interruptions from visitors, staff and young people
- Able to prioritise own workload and meet tight deadlines
- Planning and organising: Ensure the successful achievement of results through effective planning and management of resources
- Enthusiastic approach: Particularly to the use of IT and willingness to undertake training in order to ensure the competency level required for this role
- Team Working: Building and maintaining good working relationships with colleagues to foster team spirit, commitment to the team and achievement of shared goals
- Interpersonal Effectiveness: Demonstrate professional and well-developed interpersonal skills, influencing others, managing conflict and promoting teamwork and collaboration, thereby enabling effective responses to a diversity of individuals, cultures andenvironment

**SALARY AND WORKING HOURS**

Monday - Friday, 9:00am - 5.00pm

Salary ranges from £18,803 to £19,910

Permanent role

**BENEFITS**
- Offers from major high-street brands
- Discount cinema tickets
- Discounts on holidays
- Cycle-to-work scheme
- Employee assistance program
- UNISON membership available
- 26 days annual leave as standard which increases after 5 years
- Pension scheme available

**COMPANY VALUES**
- Respecting the unique worth of every person
- Encouraging people to fulfil their potential
- Working with hope
- Exercising responsible stewardship