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Job Duties of an Administrative Assistant
To assist with all aspects of the organisation's operation by undertaking a full range of Administrative tasks
To undertake all administrative tasks associated with the Organisation’s activities including typing, taking minutes, filing and maintaining effective record keeping database systems.
Answering the telephone and dealing with any administrative queries promptly and efficiently. Taking accurate and detailed messages, and ensuring that messages are passed on appropriately and any urgent messages are forwarded as soon as possible.
Provide, with other admin staff, all aspects of the Organisation's Reception Services.
Assisting the Organisational Manager to ensure that the Organisation’s personnel function keeps up-to-date with changes in legislation in relation to contracts and conditions of employment.
Ensuring the Organisation’s personnel function operates in compliance with standards set
Corresponding with our I.T. maintenance provider to report any issues and other business relating to I.T.
Corresponding with our mobile phone provider to report any issues, arrange equipment and update any changes to the mobile database.
Take responsibility for diverting the phones to the “On-Call” service at 5.00 pm and for cancelling the diversion when you arrive in the morning at 9.00 am.
Distributing petty cash and maintaining the petty cash spreadsheets.
Observe and implement Health and Safety Policies and Legislation.
Make recommendations on the purchase of equipment and publications.
High standard of written English
Computer skills with knowledge and experience of Microsoft Office, including Microsoft Outlook, Microsoft Access Microsoft Word and Microsoft Excel
Good skills in accessing the Internet
Creative skills in using symbols and pictures for accessible information
Good telephone manner
Qualifications - Preferred
Qualities – Essential
Commitment to Organisation’s ideals.
Commitment to participate in on-going personal learning activities.
Long term commitment to the organisation.
Ability to carry out tasks to completion with minimum supervision.
Highly developed communication skills.
Confident in engaging with people across a wide range of contexts and activities.
Be able to demonstrate the ability to work as an effective team member.
Open to different ways of working.
Good Sense of humour.