office administrator Broadstairs, England
Job description
Job Description
Office Administrator
Responsible to: Project Manager
Work Base: Head Office
Job Purpose: To provide administrative support to Thanet Early
Years Project (TEYP), including specialist tasks and project
work.
Main Tasks & Responsibilities
1. General Head Office administration, including filing, photocopying, and dealing appropriately with post, emails and messages and then passing them on to the Project Manager. To be well organised and able to prioritise a changing workload.
2. Ability to deal confidently and positively with all levels of staff and external contacts in person and over the telephone and by email
3. Drafting complex and basic correspondence when required. Maintain good organisation and time management skills with the ability to work under pressure and to deadlines.
4. Arranging meetings, visits, taking minutes and ensuring appropriate distribution of these. Receive and direct visitors to TEYP.
5. Responsibility for administration aspects of Human Resources when required by the Project Manager including recruitment – application forms, interviews etc.
6. Check qualifications for applicants at initial stage of contact –
https://www.gov.uk/government/publications/early-years-qualifications-achieved-in-englandOnce satisfied that applicant is qualified for the post, application form may be issued. If in any doubt about qualification, speak to the Project Manager.
7. Undertake all administration with regard to DBS checks, reporting to the Project Manager.
8. Maintain and update all files and folders (paper and/or by digitally scanning) to ensure information is available when required, in line with GDPR.
9. Report any issues, claims etc immediately to Insurance Brokers and keep accurate records on file. Retain Certificates of Insurance for 40 years.
10. Ordering and monitoring of stationery at Head Office and settings. Order supplies for settings using the weekly ordering process. Liaise with Project Manager, Setting Managers and financial controller to ensure best value items sought and purchased and if paid from ringfenced funds.
11. Work with the members of the Leadership Team and Trustees of TEYP.
12. Support colleagues by providing administration assistance e.g. designing and printing forms and flyers, producing letters and reports, training handouts and booklets. Creating promotional / informational posters, leaflets etc using word, publisher and widget.
13. Undertaking input onto databases and spreadsheets, as necessary. Update the TEYP website and social media account as required. Support the Project Manager with the promotion and marketing of the Company.
14. Responsible for arranging call outs for system failures e.g. PCs, Copiers etc.
15. Work in accordance with all TEYP policies and procedures, ensuring that these are up to date and implemented in the work setting. Working collaboratively with the Project Manager to ensure policies are regularly updated. Maintain the record of policies and procedures and use effective system to ensure annual review of these policies and procedures takes place and staff and settings are made aware of any changes.
16. Act as Designated Health and Safety Officer for Head Office. Complete annual fire risk assessment and other H&S risk assessments are required.
17. Make room bookings for training and meetings. Ensure all requirements for these bookings made are carried out including housekeeping e.g. refreshments.
18. Diarise annual inspections, servicing e.g. PAT testing, renewal of contracts and keep liaison with Financial Controller to ensure appropriate subscriptions and payments made for these services. Inform Project Manager of renewals and period notices.
19. Co-ordinating and producing publications including the internal communications Newsletter “The One Pager”. Ensure that the One Pager is emailed to all staff and Trustees each month.
20. Support the Project Manager with the promotion and marketing of the Company.
21. Willing to undertake additional training to support the Project.
22. Have a commitment to equality and diversity.
23. To carry out other duties as reasonably required by the Project Manager.
Job Types: Part-time, Permanent
Part-time hours: 30 per week
Salary: £17,226.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
- Sick pay
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Broadstairs: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (preferred)
Work Location: In person
Application deadline: 12/06/2023
Reference ID: OFFICE ADMIN
Expected start date: 04/09/2023
