Administrator

Responsible for:  

 1.     Clerical and secretarial support:

 preparation & photocopying of papers, correspondence & course materials

• word processing & spreadsheets

• assist with development and maintenance of filing systems

• assist with maintenance of databases and other records

• assist with arrangement of meetings, preparation and circulation of papers

• arrangement of air travel / accommodation for staff / students as required 

2.     Reception duties:

•  answer and transfer telephone calls

• handle telephone and email enquiries

• meet and greet visitors, provide hospitality for visitors, at meetings etc

• manage incoming and outgoing post

• accept deliveries and store adequately

3.     Communication:

•  communicate in person and via email with other staff and stakeholders

• assist with co-ordination and promotion of events

• assist with development & circulation of publications & other promotional materials

• information gathering from internet, as required

4.     Physical resources:

•  assist with building / office management – to include
• booking of rooms, management of intranet booking system
• provision of hospitality for training events & ensure training rooms kept tidy and resourced
• management of library eg returning books, monitoring overdue loans and fines and sending reminders as necessary
• organization of general maintenance
• purchase of general supplies (groceries etc) & ordering of office stationery supplies
• maintenance of training resource & equipment loans
• maintenance of office equipment
• assist with management of asset register

5.     To participate in regular supervision meetings with the relevant line manager and undertake appropriate in-service training.

 6.     To undertake any other duties commensurate with the grade of the post and as agreed by the line manager / Director.

 Note: The preferred candidate will be offered the post subject to completion of a pre-employment check, receipt of satisfactory references, and ratification by Youth Link Council.