Admin Assistant Plymouth, England
Job description
ROLE PROFILE
Administrative Assistant
Role Profile
Reports to Office Manager Hours 20pw
Location Harwell Centre Shift Pattern Office hours, with some flexibility to provide holiday cover
CRB check required – enhanced
Path is an independent charity, based in Plymouth. It has a board of trustees and a Director, with managers and staff to oversee and deliver services. There are also roles that are specifically focused on the central running of the organisation, including and based around the following posts:
- Office Manager: responsible for premises, equipment, office, systems
- Admin Worker:
- Admin Asst: this role
We also have a Finance Team, led by our Finance Manager.
Together, these roles enable Path to function as a homelessness charity. They ensure and address equipment needs, personnel support (from monthly pay to monitoring attendance), central premises
(making sure that premises are accessible and safe), reception, financial transactions and more.
Role
The Administrative Assistant (Admin Asst) role has a few main elements, including:
- Reception and clerical work
- Resources work (inc offices and equipment)
The Admin Asst therefore provides clerical, reception and administrative work for the agency as a whole, working with the Office Manager and Admin Worker.
Specific Duties / Responsibilities
1. Reception / clerical
The daily tasks below are mostly carried out, and led on, by the Admin Asst.
- Reception duties inc: answering the door and ‘phone; taking & passing on messages; dealing with inquiries and referring on; using the client database and screening clients
- Monitoring movements and safety of staff, including overseeing and using the whereabouts (‘Bat’) phone
- Providing clerical functions: printing / photocopying; IT support; monitoring and ensuring availability of forms (on paper and electronically)
- Correspondence: processing / passing on post on arrival to other workers; checking & responding re organisational email address
- Sign-posting onto other services / agencies, where appropriate
- Maintaining and monitoring room booking diary
2. Resources: offices and equipment
This role is the primary internal point of contact for resources and equipment, providing information and advice to colleagues.
Responsibilities therefore include (supervised by the Office Manager) monitoring, overseeing and replacing, as needed:
- Mobile phones
- Dealing with day to day IT queries
- Office safety alarms
- Personal (mobile) safety alarms
- Leaflets in waiting space
- Consumables for IT etc
- Undertaking weekly fire alarm tests and building checks
- Monitoring and managing internal room bookings
This to include organising and carrying out regular, scheduled checks on supply and performance, where relevant, taking appropriate action and keeping all appropriate records.
3. Cover for others in Admin team
In the event of absence of the Office Manager or Admin Wkr, or when otherwise requested, there may be additional duties. Many of these will relate to those noted above.
4. General
- With / for Office Manager, setting up and maintaining files, obtaining information
- When needed, using internal databases to look up relevant information
- Keeping appropriate records, suitable for formal review and audit
- Other duties as required by Office Manager, Admin Worker or Director
- Participation in staff and other meetings, as required
- Compliance with Path Worker Conditions
Full job specification can be found at www/pathdevon.org
Job Type: Part-time
Part-time hours: 20 per week
Salary: From £20,500.00 per year
Benefits:
- Life insurance
Schedule:
- Monday to Friday
Work Location: One location
