Administration Assistant

The main role involves:

Supporting a service manager to implement good service administration in preparation for the development of the service including designing and setting up:

Personnel files including supervision records, training records and filing system

Internal directory for the service listing internal contact points, main signposting information, and simple update mechanism.

Service diary including recording of annual leave, training, absence and reporting cycles.

Basic budget sheets for the Manager to record expenditure and manage the budget.

Design of a basic format for a service update or newsletter

Filing system for strategic planning meetings etc

Recording system for monitoring including user satisfaction, evaluation, and surveys

If the development of the project does happen as planned the role will also include support for project implementation including:

Setting up implementation meetings with key staff in District and County Councils including servicing the meeting: arranging a meeting venue, refreshments, agenda and meeting papers and attending meeting if possible.

Setting up arrangements for recruitment (excluding advertising etc) including servicing interview sessions.

Key skills:

Good basic administrative skills including accurate and good typing speed, professional telephone manner, diary management, effective use of tables, spreadsheets (at a good basic level), databases and some power-point (again at a good basic level).

Efficient personal assistant skills able to take on tasks and complete with minimal direction.

Able to work on own initiative, self-starter with a methodical clear working style

 

In addition to the main role the service may also have to implement a new data management system to satisfy the requirements of a funding contract.

This additional work would involve:

Researching database options and compiling a table showing the attributes of a selection of types.

Purchasing and implementing the system – including liaising with IT department etc.

Setting up the system for the service staff

Arranging group training (not providing the training themselves unless also qualified to do so)

Setting up procedures to prepare statistical and case study information including a schedule of reporting dates from each area and to the funder.