Admin Assistant (Maternity Cover)

JOB DESCRIPTION

TITLE :                              Administrative Assistant (Maternity Cover)

LOCATION :                      Sure Start Office

RESPONSIBLE TO:          Finance and Admin Manager

SUMMARY:

To provide administrative support to the Sure Start team, including data entry and reception duties.

CORE DUTIES:

1. Administration:

• Typing of letters, memos, reports, advertising, and promotional materials, agenda, minutes   and other materials as required.  In addition ensure that copies are produced, filed or      distributed as appropriate to staff and/or partner organisations.
• Setting up and maintaining filing systems as required.
• Handling the post and telephone calls, taking messages and dealing with matters as appropriate and within specified areas of responsibility, including use of Internet and email.
• Assisting with stock control and ordering of equipment, stationery and resources.
• Assisting the Team with events and meetings.
• Provide PA assistance directly to the Manager.

2. Customer Service/Reception:

• To assess the needs of callers to the office, provide accurate and appropriate information and to forward caller to relevant staff member/partner organisation.
• To explain the services and support provided to callers and identify and act on opportunities to signpost where required.
• To ensure all calls and queries are undertaken promptly and efficiently, within agreed standards to provide information and support to families using the services.

3. Data Entry:

• To collate and maintain statistical information using databases, including Sure Start’s own database ‘Sure Start Play’.
• To liaise with staff and partner organisations to ensure accuracy of recording information in relation to weekly attendance at groups, visits and programmes.
• To generate spreadsheets and to create reports both quarterly and as required.

4. Other:

• Any other duties as required.
• To complete necessary reports to support the requirements of Coleraine Sure Start, NCCP and the Department.
• To adhere to Sure Start policies and procedures.
• To maintain confidentiality at all times.

• Undertake relevant training and ensure continued personal development relevant to the area of work.

This job description is not intended to be rigid or inflexible, but provides guidelines within which the individual works.  It must be noted that the duties designated and the location of the post may be subject to change in the future, to meet the needs of the project.

ESSENTIAL CRITERIA:

Applicants must have EITHER:

• 5 GCSEs including GCSE Maths and English or Equivalent
• OCR/RSA Qualifications – Stage Two in Word Processing and/or Typing or equivalent

AND 1 year’s experience of working in an office environment which includes the following:

• Dealing with both internal and external clients
• Proficiency, speed and accuracy in the use of IT packages including MS Word, Excel and Outlook.
• Familiarity with databases and the ability to quickly gain skills in using new packages.
• Good written and verbal communication skills and inter-personal skills.
• The ability to manage your own workload, to prioritise efficiently and meet deadlines.
• Ability to recognise limitations of skills and knowledge and refer to colleagues when necessary.

OR the following:

• GCSE Maths and English or Equivalent
• OCR/RSA Qualifications – Stage Two in Word Processing and/or Typing or equivalent

AND 2 year’s experience of working in an office environment which includes the following:

• Dealing with both internal and external clients

• Proficiency, speed and accuracy in the use of IT packages including MS Word, Excel and Outlook.
• Familiarity with databases and the ability to quickly gain skills in using new packages.
• Good written and verbal communication skills and inter-personal skills.
• The ability to manage your own workload, to prioritise efficiently and meet deadlines.
• Ability to recognise limitations of skills and knowledge and refer to colleagues when necessary.

DESIRABLE CRITERIA:

• Clean driving licence or the ability to access transport
• RSA Stage Three in Word Processing and/or Typing or equivalent
• ECDL

For an application pack – apply to [email protected] or write to Recruitment at Coleraine Sure Start Partnership, 34c Society Street, Coleraine BT52 1LA. ​​​​​​ Interviews to be held Week Beginning 23rd March 2020

Please note that CVs are not acceptable.

Coleraine Sure Start is an Equal Opportunities Employer