Administrative Officer - part-time (24+) OR full-time (37.5) hours/week considered

1.         Training Programme Support

• liaise closely with programme staff and provide support in ensuring requirements set by internal and external bodies are met
• maintain, develop and update candidate records, course files & quality assurance documentation
• record, monitor & maintain database and mailing lists
• develop systems to support maintenance of above, as required
• register candidates with external bodies, ensuring course participants have provided all relevant information
• assist with invoicing and receiving payments for course participants
• liaise with accredited centres / headquarter bodies
• prepare and issue routine correspondence to course participants & casual workers
• prepare course materials
• book training rooms, ensure facilities are kept tidy and resourced and provide hospitality for training events
• provide general administrative support for the degree programme

2.         Administrative & Managerial Support

• General administrative duties to include provision of clerical support to Youth Link staff, preparation of papers and correspondence, word processing, spreadsheets, development and maintenance of filing systems
• Process applications for pre-employment checks and support recruitment processes
• Support development and implementation of new administrative procedures
• Assist with arrangement of meetings, preparation and circulation of papers and attend and minute internal meetings
• Assist with maintenance of databases and other records
• Co-ordination and booking of residential facilities
• Arrangement of travel / accommodation for staff
• Secure quotations for training functions and other events

3.         Reception / Building Management

• Answer and transfer telephone calls, handling telephone and email enquiries
• Meet and greet visitors and provide hospitality
• Manage incoming and outgoing post
• Accept deliveries and store adequately
• Assist with building / office management – to include:
  • management of intranet booking system
  • provision of hospitality
  • purchase of general supplies (groceries etc) & ordering of office stationery supplies
  • maintenance of training resource & equipment loans
  • maintenance of office equipment
  • obtain suitable quotations for acquisition / replacement of equipment, as directed

4.         Communication

• Assist with co-ordination and promotion of events and fundraising opportunities
• Support and co-ordinate Annual Certificate Presentation, residential and training events
• Communicate in person and via email with other staff, stakeholders and external agencies
• Assist with development & circulation of publications & other promotional materials, prepare and circulate publicity materials, to include flyers for training courses, e-newsletter, upload and edit of graphics
• Assist in providing basic IT solutions to user problems and liaise with IT support provider, as required
• Information gathering from internet, as required
• Assist with preparation of articles for website and update website as and when required

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.