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Job | Part Time
Administrative Advice Assistant
Upper Springfield Development Trust
Administration
£11612
25.50
Reports To: Advice Co-ordinator
Location:Turf Lodge Offices
Salary: £17,419 pro rata
Hours of Work:25.5 hours per week
Mon-Thurs 10am-4pm, Fri 10am-1pm
Contract: Fixed Term contract until 31st March 2020
(Subject to funding)
SUMMARY OF ROLE
The post holder will be responsible for providing a range of administrative support to the advice team so that a high quality, impartial, confidential and free advice, advocacy and information service can be delivered. The advice centre is needs driven and client focused.
MAIN REPONSIBILITIES:
The post holder will be required to carry out the following range of duties:
- Reception duties: including being the first point of contact and greeting people on arrival. Gathering initial details and directing people to the appropriate person. Ensure the environment is neat and welcoming.
- To provide administrative/clerical support to the advice team, to include organisation of the office, diary co-ordination, complete general office duties such as photocopying and arranging office supplies etc.
- Open and lock up the building ensuring that all windows are closed, doors and gates, both internal and external are locked at the end of the day.
- Maintain safe custody of the keys of the premises and the allocation of keys for other purposes when required.
- To maintain, monitor and review computerised records, manual filing systems, including data input and retrieval of information for monitoring purposes.
- To ensure security and confidentiality of data.
- To prepare all letters, minutes, confidential reports, records, etc. associated with the activities of the service.
- To receive telephone calls, mail and enquiries, arrange appointments for clients and ensure that processes are followed and relevant information is passed on to the appropriate personnel.
- Enhance the customer service experience by patiently listening to clients, sign post where necessary, handle complaints sensitively and connect them to the relevant people.
- To assist with the preparation of quality audit inspections.
- To assist with the evaluation of the advice services keeping appropriate records and monitoring service user feedback.
- To ensure all duties relevant to the admin role are carried out to a high standard.
- To arrange meetings, appointments and events.
- To prepare for and participate in team meetings and work effectively as part of a team.
- To prepare for and participate in formal supervision and annual performance reviews.
- To assist the Co-ordinator with financial processes such as obtaining quotes, liaising with suppliers, the completion of purchase orders etc.
- Report any maintenance issues or defects to the Maintenance Officer
- Supervise the access of contractors and service personnel to and from the building when required.
- Liaise with the local community and actively promote the advice service.
Closing Date
Monday / 01 April 2019
12:00pm
12:00pm
Contact Details
USDT
689 Springfield Road
Belfast
BT12 7FP
United Kingdom