• Draft
  • Published
  • Archived

Your posting is archived, and is not visible to visitors

Jobs are automatically archived on the closing date and you cannot move it back to published again.

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

Contact Details

USDT
689 Springfield Road
Belfast
BT12 7FP
United Kingdom

Belfast City Council