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Office Assistant Job Description

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Job Summary

This role is a combination of receptionist, PA , admin support and involved in undertaking basic book keeping tasks.

 

The aim of the role is to support all staff members and ensure that they have everything they need to be able to do their job efficiently, effectively and sustainably as possible. This includes procurement of office supplies, IT support, office cleaning and tidiness, company admin, marketing and HR support and some project work.

Main responsibilities-Office Assistant Job Description

Knowledge, Skills and Abilities-Office Assistant Job Description

Office Assistant Job Description

Day to day organisation tasks

Office

• Answering the main phone line, the Managing Director’s line, some help lines, managing the phones and the phone contract and some basic phone research (receptionist style skills)

• Office management – ensuring the office is always tidy and managing the archive. Ensure office is tidy and balcony at all times, including library shelves, lift lobby, office storage and bulbs. This includes taking rubbish down in lift, taking milk bottles downstairs and ordering recycling

• Post – collecting, dropping off, maintaining franking machine, free post addresses

• Management of printers/photocopier/fax, fix basic paper jams, change toners and arrange engineers / maintenance

• Coordinating desk spaces and computers

• Manage magazine subscriptions

 

• Arranging collections for recycling and look for opportunities to use less and recycle more

• Welcoming visitors

• All landlord liaison – cleaning of communal areas, fire drills, building maintenance

• Managing cleaners

 

Day to day organisation tasks

Office

• Answering the main phone line, the Managing Director’s line, some help lines, managing the phones and the phone contract and some basic phone research (receptionist style skills)

• Office management – ensuring the office is always tidy and managing the archive. Ensure office is tidy and balcony at all times, including library shelves, lift lobby, office storage and bulbs. This includes taking rubbish down in lift, taking milk bottles downstairs and ordering recycling

• Post – collecting, dropping off, maintaining franking machine, free post addresses

• Management of printers/photocopier/fax, fix basic paper jams, change toners and arrange engineers / maintenance

• Coordinating desk spaces and computers

• Manage magazine subscriptions

• Arranging collections for recycling and look for opportunities to use less and recycle more

• Welcoming visitors

• All landlord liaison – cleaning of communal areas, fire drills, building maintenance

• Managing cleaners

 

Company admin

• Ensure all company records are well maintained – copies in the filing cabinet and soft copies on server

• Undertake timely annual submissions to Companies House, Charity Commission, data protection

• Manage annual company insurance renewals and ensure copies of all current documents

• Ensuring our records (especially contact details) are up to date with institutions such as banks, VAT, Companies House etc

• Coordinate getting cheques and forms signed

• Ensure current contact details in directories and listings, on and offline

 

 

 

Experience

 

Please demonstrate you have solid experience in at least five of the areas below, more detail is provided in the job description:

• Receptionist and PA tasks

• Company admin

• Database content management

• Basic book keeping, financial admin and data entry

• Marketing support

• Basic IT support and maintenance

• HR support including risk assessments

• Health and safety coordination

• Purchasing and managing suppliers

 

Qualifications and training

Administration or book keeping qualifications

Knowledge

• Basic IT

• Personnel procedures

• Company administration such as Companies House and Charity Commission submissions

• Basic understanding of charities

• Basic understanding of climate change and environmental issues

• First aid

 

Skills

• Word advanced

• Powerpoint advanced

• Excel intermediate

• Access intermediate

• MYOB (Mind Your Own Business book keeping system) or similar beginner

• Quark/Photoshop intermediate and Basic design and page layout skills

• Good communication skills (written and verbal)

• Copywriting skills

• Proof reading skills

• Touch typist

 

Personal competencies

Personal management

• Team working; Contributes positively to team/company morale and spirit

• Takes initiative; Takes personal responsibility to resolve problems, proposes ideas and solutions, results driven

• Organised; Plans and manages workload, time keeping, meeting deadlines / commitments and is reliable

• Is effective, efficient and productive with good work rate / effort. Ensures actions and results are consistent with time and effort

• Deals well with change, manages stress and conflict well and can accept feedback from colleagues

Personal development

• Strives for personal development and aims to improve performance

• Has sound policy, technical and practice knowledge. Keeps abreast of developments in field

• Using integrity and ethics in judgement about work and organisational issues with a focus on social  and environmental responsibility

 ...

• Managing the content of our database (Project Tracker)

• Entering data – such as contact or project information

• Keeping project tracker up to date – assessing what data missing and chasing this up

• Running reports and printing them for meetings

 

Meeting support

• Arranging meetings

• Preparing for meetings – printing out maps/how to get there, agendas

• Minute taking

• Meeting follow up  - distributing minutes and documentation following the meeting

 

Templates and reports

• Creating templates

• Typing up content

• Setting up reports

• Formatting documents

• Proof reading

 

Marketing support

• Contributing company information to tender documents

• Basic design using Photoshop and Quark

• Uploading website content

• Undertaking mail outs – email or printed including mail merges

• Ideally inc copywriting skills

• Event organisation

 

 

 

 

 

 

 

 

 

 

 

 

 

HR support

• Uploading job ads to Carbon Descent website, external websites and email ad to staff and board

• Put into staff diary reminders for relevant manager for closing date. Book interview times into staff diary

• Checking recruitment@ address, saving ad and speculative applications onto server and equal opp forms separately.

• Co-ordinating first week for starters following email from HR Manager. To include setting up email, server access, organising a tidy desk, emailing all staff to notify of new starter and book induction meetings into staff diary, fill in all paperwork, delivering office tour and H&S talk

• Managing admin for all volunteers and temporary staff – check we have their contact details and enter into contacts database, set up on project tracker, intro to timesheets, explain to temp staff re invoicing, purchase order in MYOB

• Responding to annual leave requests. Check annual leave spreadsheet, annual leave logged to date on Project Tracker (inc checking date of last timesheet entry), check staff diary for clashes and reply to staff member.

• Keeping phone list up to date

• Staff meetings – sending out agenda 2 weeks before and minutes within 2 days

• Board meetings – book in all board meetings, finance meetings and Managing Director/Chair catch ups. Prepare meeting room and print papers.

 

 

Finance – basic book keeping

• Creating purchase orders

• Entering purchase invoices

• Creating client invoices from invoice requests

• Entering expense claims

• Managing a section of the overheads budget relating to office supplies

• Managing petty cash

• Procurement – Stationery and kitchen, ensure green and good value (opportunities to coordinate with other organisations in the building?) and coordinating deliveries

IT support and maintenance

• Keeping the server tidy

• Managing general company email addresses – info@, recruitment@ and rsvp@

• Managing the IT maintenance contract

• Managing the back up tapes

• Undertake all IT purchases, licence management, backups and regular maintenance

Health and safety

• Maintaining and updating H&S procedures in staff handbook/induction pack. Ensure all staff are aware and comply with our procedures.

• Making sure company has relevant risk assessments in place, ensure each new activity has a risk assessment and coordinate annual consultation each September.

• Ensuring that the office is free of potential hazards

 

 

 

 

 

 

 

 

 

 

 

 

 

• Ensure we meet and comply with fire safety regulations. Arrange fire extinguisher assessment each July and January. Ensure all staff are aware of fire procedure, ensuring exits are clear and fire exit signs are on office doors. Liaise with landlord re fire drills and communal areas.

• Being the first aid representative for the company. Maintain in date first aid box. Record any accidents in accident book that lives on Office Manager’s desk.

Project delivery

To spend an equivalent of one day a week delivering specific parts of projects, as briefed by team leaders and in line with your skills and interests:

• Deliver a high standard of work in a timely manner, thoroughly check all work

• Minimal client communications, all written work to be checked by someone else before sending

• Ensure stick to budgeted hours and ensure tell project manager at the earliest opportunity if scope of project changes or are unable to deliver work within hours allowed

• Use IT competently and appropriately to deliver your project work

• Contribute to managing project budgets or manage part of a project/budget

• Manage volunteers or temps when needed for specific projects

• Assist with managing project related suppliers