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Job Description for Administrative Assistant
To support the Manager and team in the day to day work of the organisation
1. Reception duties
a. Meeting and greeting visitors
b. Dealing with telephone calls and taking messages
c. Taking payments, recording these and reconciling at the end of the day.
d. Keeping Visitor Log.
2. General Correspondence as and when required by the Manager
3. Newsletter Compilation
a. Managing content
b. Compiling a quarterly organisation newsletter
c. Disseminating the newsletter
4. Health and Safety
a. Keeping the Health and Safety procedure filed and up to date.
b. Liaising with Health and Safety consultants for changes in Policy or H & S legislation
c. Reporting Health and Safety issues to the Manager.
5. Creating and Maintaining filing Systems
6. Ordering of Office Supplies
7. Website Management
a) Ensuring that all web information is accurate and up to date and reflects the Brand.
b) As and where relevant keeping the organisation’s web presence current through social media
8. Database management – keeping all current databases up to date.
1. Coordinating the delivery of oods:
2. Mailings –designing and sending out regular information to care providers, exhibition information, newsletters etc
3. Assist in the production of Reports
4. Keep all organisational policies and procedures up to date
5. Organising Team Meetings and Steering Group meetings taking minutes, agendas and action points and ensuring that these are distributed to all parties.
6. Diarising Management Meetings and ensuring that all papers for each meeting are distributed to all parties on time.
7. Event co-ordination (assisting with exhibitions, craft fairs etc.)
8. Diary Management for Manager.
9. Contribute to the overall programmes of work as part of a team. Work flexibly and cooperatively as part of the team
• At least two years experience working in an administrative role commensurate with the details within the Job Description.
• High level IT skills including Microsoft Word, Excel, Publisher and Outlook Express
• Cash handling experience
• Commitment to equal opportunities.
• Experience of current social media.
• Experience of working on your own initiative, under pressure and to deadlines
• Ability to adapt to change and to use your own initiative
• Excellent communication and interpersonal skills
• Have a reliable and trustworthy approach and be used to dealing with matters of a confidential nature
• To actively desire to be an integral part of a team and enjoy the responsibilities of team working
• Commitment to the Mission and Aims of the organisation.
• Experience working with Photoshop
• Knowledge of the workings of a voluntary/charitable organisation
• Knowledge of/sensitivity to disability issues
• Knowledge of Health and safety legislation
• Knowledge/experience of the arts sector
• Able to use both PC and Mac computers