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General Administrator
2 weeks ago
**The Role**:
**Main Areas of Responsibility**:
1 Responsibility for administrative support to a department, ensuring that all administrative procedures are complied with in accordance with the company's commitment to a high quality and accountable service to contracting organisations
2 To provide general clerical support such as word processing documents, reports and correspondence, photocopying, filing and other relevant tasks as requested.
3 To assist Managers in setting up, implementing and maintaining appropriate systems and databases for recording, monitoring and tracking purposes with Managers to support the functioning of the department.
4 To support Managers and staff in the maintenance of award, course files, lesson plans, handouts, educational materials and all other materials associated with teaching and learning and customer service. This also includes preparing student induction packs for students and information packs for customers.
5 Act as a point of contact for staff in the department, comply with the appropriate absence procedure and inform relevant individuals accordingly. Voice mailbox of absent staff to be checked and ensure messages are dealt with accordingly.
6 Responsibility for receiving and distributing mail both internal and to external individuals and organisations.
7 Welcoming and providing refreshments for visitors and to ensure that visitors are comfortable, introduced to the member of staff they wish to see or kept informed of when the staff member will be available.
8 To provide reception cover or to staff the reception as required.
9 To collate and process necessary data, and carry out tasks in line with the teaching and learning procedure, including the student enrolment working procedure.
10 To assist with the creation, preparation and mail out of marketing materials on requests for courses and company.
11 To ensure all correspondence, paperwork and forms required for course and student enrolment or other matters are completed accurately, checked and amended accordingly.
12 Responsibility for the upkeep and data entry to the company’s manual and electronic databases.
13 To assist in supporting the Managers and Directors in preparing and distributing invoices to contracting bodies
14 To be responsible for the petty cash, and deal with it in accordance to the company procedure
16 To assist staff members in the organisation of events to include booking lunches, meetings, venues and in taking the minute and notes of such meetings as required.
17 To conduct office checks and ensure relevant action is taken to maintain health and safety, and hygiene in the office and remove any hazardous risks.
18 Responsible for delivering documents to external organisations to meet customers contractual requirement when required
**General**
19 To deal with all internal and external enquiries to the department in a professional and an effective manner.
20 To liaise with staff across the Company to carry out duties consistent with the company’s standard to meet customer requirements
21 Responsibility for the upkeep and data entry to the Company databases.
22 Responsibility for implementing and maintaining the Company filing system.
23 To assist the IT Manager in maintaining logical storage of all electronic data.
24 Responsibility for carrying out duties and responsibilities in accordance with Company's Health and Safety policy and relevant Health and Safety legislation, to include assisting the Health and Safety Representative ensure that a safe office and working environment is provided for all staff and visitors to the Company offices.
25 Responsibility for ensuring that the promotion of equal opportunities is integral to all aspects of training given and work in general.
26 To ensure that appropriate budget management and control systems are complied with.
27 To participate in staff supervision and in team meetings, including a positive involvement with in-service training and development programmes.
28 To engage with and fundraise for the companies charities during company organised or sponsored events.
29 Use and assist others to use information technology systems to carry out duties in the most efficient and effective manner.
30 To ensure that processing of data is within the purposes outlined with the Data Protection Commissioner, especially when sending data to external organisations.
31 To carry out other reasonable minor and non-recurring duties appropriate and in general accordance to the post.
- **Your Skills and Experience**:_
- A full drivers licence.
- 1 year or more administration and sales experience preferable.
- IT literate with a good understanding and use of Microsoft programmes Excel, Word, Publisher, PowerPoint, and Outlook.
- Attention to detail.
- Proactive outlook daily.
- An outgoing person who is happy to liaise with a large variety of people from different organisations and places.
- Someone who is driven to succeed and would like
