Support Services Administrator

We are looking for someone who can provide administrative support to the Senior Management Group (SMG) and ensure efficient processes across Support Service Departments (HR, Learning and Development, Communications and Finance) and aid effective oversight of these processes by SMG.

**Support Services Administrator**

TGP Cymru is one of the leading Wales based charities, which supports and represents vulnerable children, young people, and families through a range of projects, training and campaigning. TGP Cymru services are funded by multiple funders and deliver services pan-Wales.

**TGP Cymru Department**: Head Office

**Responsible to**:Executive Officer / Head Office Coordinator

**Location**:Head Office, Cardiff

**Purpose of role**

The post-holder will provide administrative support to the Senior Management Group (SMG) and ensure efficient processes across Support Service Departments (HR, Learning and Development, Communications and Finance) and aid effective oversight of these processes by SMG.

**Accountabilities / Responsibilities**
- Support the Executive Officer in providing efficient and effective administrative support to the Senior Management Group, co-ordinating an agreed meeting agenda, attending and taking minutes of meetings, notifying members of agreed actions etc.
- Support the administrative function across the Support Services Departments, contributing to the development of systems and processes where necessary.
- **HR** - Support HR Officer with the maintenance of HR computerised and manual databases, updating records and personnel information systems and support with administrative tasks for Recruitment & Selection, Onboarding, Probation & Appraisal etc
- **Learning & Development** - support the Learning and Development Manager and Associate Trainers with registering and tracking learners through accredited training processes and developing and maintaining training calendars, registers, room bookings etc
- **Communications**:

- notifying the Communications Assistant of relevant job vacancies, training, events etc

**Finance **- support the Finance & HR Manager and Finance Officer with monthly collation of Expenses and payroll info and any other administrative tasks as they arise.
- Assist with organising meetings, conferences, training and events
- Support the Health and Safety function of the organisation, including devising and implementing systems to ensure project compliance and checks etc.
- Support the Executive Officer to co-ordinate Head Office activities including printing and translation requirements, TGP Cymru’s archiving system, PAT testing, stationery supplies and support the general functioning of Head Office.
- Undertake delegated tasks to support the administration function of Head Office

Undertake such other duties and responsibilities as may reasonably be required by TGP Cymru and which are consistent with grade.

**Performance Indicators**
- Responsible for the delivery of key performance indicators and standards of practice.
- Quality of service and compliance against statutory, regulatory, organisational and best practice standards and requirements.
- Achievement of service objectives and targets

**Line management responsibility (as of 01/05/23)**:
None

**Budget management responsibility (as of 01/05/23)**:
None

**Grade**

MS2 - **£21,200 - £21,600 FTE**

**Working conditions**

21 hours, ideally over 3 days, with a flexible approach to the working week that will involve some weekend and evening working and occasional stay away from home overnight to attend meetings, conferences or training.

Based at TGP Cymru Head Office - Spark, Maindy Road, Cardiff. CF24 4HQ

Travel to various locations across Wales and the UK is also required.

**Qualifications**
- GCSE / O Level standard of education including English Language and Maths

**Skills and abilities / competencies**

The post holder will be able to:

- Work effectively as a Senior Management Group and Support Services Administrator
- Operate to a high level of confidentiality
- Produce quality results and deliver agreed outcomes
- Plan, organise, coordinate and manage time effectively
- Develop and operate Admin Systems
- Work well with colleagues and partners and acknowledge the different ideas, perspectives and backgrounds of others
- Communicate effectively i.e. express information and ideas in a clear, concise and accurate manner; listens actively and ensures information is shared.
- Be open to new approaches and ideas, respond positively to change and adapt quickly to new situations
- Seek opportunities for continuous learning and professional growth
- Use Microsoft Office products including office 365

**Experience**

The postholder will be able to demonstrate a sound understanding and record of achievement in the following:

- Working in an office environment
- Working as an Administrator including minute taking and process development and implementation
- Working for a charity / knowledge of ch