Senior Office Administrator

 

Job Description & Person Specification  Senior Office Administrator

Purpose of Job:

An important part of Heeley Trust’s small Core Team. Helping us to grow income earning services that make a real difference to our community.

Organise and develop cost effective, people-centred administration systems including;

• Coordination of resources e.g. Stationary, Refreshments, IT Equipment, First Aid Supplies, Accomodation, for all our projects
• Information systems and technologies for Communication Platforms, Bookings and sales, CRM, Website and contract management oversight.
• Community Building Bookings and Tenant Relationships
• Work closely with the Community Team Coordinator and Cycle Team to develop joined up and effective administrative processes and procedures for the trust as a whole.

Specific Tasks:

Coordinate Administration of the following systems and resources:

• Orders: Stationary, Refreshments, Cleaning Supplies, Mobile Phones.
• Ensure new staff receive IT Kit and communications software’s in good time and maintain training and inventory records.
• Systems Updates & Support: Website, Custom CRM and relevant software management.
• Comms Support: Phones, Internet, Infrastructure, support ticket creation – liaise with IT Service Provider
• Community Buildings Booking Management; customer service liaison, systems and calendar management, Invoicing.
• Cleaning Staff & Management: cover cleaning and procurement of cleaning supplies and services.
• Staff Training: First Aid Certification for HT staff and management (where necessary).
• Service Contracts; Cleaning, Waste Management, Broadband , Phones, Security.
• Fleet Management; Servicing, Repairs, Insurance
• Event Support
• Support Project Administration where necessary

Team: Finance and Admin

Line Manager: Finance Business Partner

Line Management Responsibility: Cleaner

 

Additionally:

To work within the Trust policy framework, paying particular attention to promoting equal opportunities, a health and safety culture and good employee relations.

Evaluate and plan work programme including an annual review of the post

To undertake own admin – IT Equipment supplied

Participate in appropriate training

Carry out other duties commensurate with the post within the aims and objectives of the Trust

 

Person Specification:

 

Category	Essential	Desirable
Personal Qualities
Approachable, Friendly and Confident	
Leadership Qualities; willing to take responsibility		
Ability to form professional and effective working relationships with key people	
Resilient – able to cope with change and challenge	
Attention to detail and accuracy	
Able to identify and balance the financial and social needs of a Not-for-Profit organisation	
Experience
Sound experience of General Office and Reception Management	
Experience and Confidence with Management of Premises, Facilities Management and Hospitality		
A willingness and capacity to take practical responsibility for varied admin coordination issues	
Experience of coordinating effective contracts with suppliers	
Experience of interpreting needs of internal and external customers	
Experience of budget administration	
Experience of overseeing production of marketing literature e.g. Website design brochures, displays etc.		
An excellent ability to communicate in an accessible and friendly style to staff, customers and visitors	
An ability to prioritise a complex and demanding workload that balances the need to meet the needs of internal and external customers and achieve targets	
A proven ability to handle confidential information and material	
Experience of developing and delivering strategies for improvement		
A commitment to inclusion and provision of routes for employment and engagement		
Knowledge
Community Business and Social Enterprise		
An understanding of how businesses work and what makes them profitable	
Community development and capacity building		
Development Trusts and asset based regeneration		
Education & Skills
Excellent  Literacy, Numeracy and Digital Technology Skills	
Creative approach to project development and delivery	
Highly Effective oral and written communication	
Excellent Organisation and planning skills	
Ability to work as part of a team	
A good knowledge of sources of guidance for personnel, legal, financial and administrative matters Experience of developing policies and procedures		