Temporary Administrative Officer (maternity cover)

1.       Provision of clerical secretarial support services, to include:

• reception duties - answer and transfer telephone calls; handle enquiries; meet and greet visitors & students; provide hospitality as necessary; manage incoming and outgoing post; accept deliveries and store adequately
• preparation & photocopying of papers for meetings, correspondence & course materials
• development and maintenance of filing systems
• maintenance of databases and other records
• co-ordination and booking of residential facilities
• arrangement of air travel / accommodation for staff / students.

2.       Provision of specific administrative support re the BA Honours Degree Programmes, to include:

• maintenance of a computer database of students, their Practice Agencies, Line Managers and Practice Tutors
• provision of general information and support to students, Practice Agencies, Line Managers and Practice Tutors
• co-ordination of, attendance at and minute meetings of Practice Tutors, Student Campus Committee, Team Meetings and other groups, as required
• assist with organisation of assignment submissions, extensions, marking processes and submission of marks
• support of professional practice administration including production of handbooks and on-going monitoring;
• provision of first point of contact for information and enquiries re the degree programme, staff and students, respond to Course enquiries, send out prospectuses and other information.

3.       Provision of assistance with general building / office management and maintenance, with specific responsibility for management of the library and other student areas in Youth Link, ie. 

• assist with building / office management – to include:

• co-ordination and management of intranet booking system - advance booking of rooms and teaching facilities
• set up of training facilities / ensure training facilities tidy and resourced
• provision of hospitality
• purchase of general supplies (groceries etc) & ordering of office stationery supplies
• maintenance of training resource & equipment loans
• organization of general maintenance & maintenance of office equipment
• library management, to include, reshelving of returned books and annual stock take;
• assist with management of asset register.

4.       Communication:

• communicate in person and via email with other staff and stakeholders
• communicate with external agencies
• assist with co-ordination and promotion of events
• assist with development & circulation of publications & other promotional materials
• information gathering from internet, as 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 / Director.