Job Description

JOB SUMMARY

Our new Administrative Assistant will be responsible for providing general administrative support to the staff team and ensuring smooth, effective and professional office proceedings are in place. The ideal candidate will have good written and spoken English, and would be a conscientious and careful worker with attention to detail.

DUTIES AND ACCOUNTABILITIES
• Act as the ‘front of house’ of the organisation creating a professional and welcoming environment for guests and partners
• Ensuring the smooth running of the general office supporting the Senior Management team to deliver the organisations aims
• Ensure key administrative tasks are completed such as filing, archiving, scanning / copying of documents, printing, and shredding
• Coordinating the diaries of individuals and activities across the organisation

KEY TASKS & RESPONSIBILITIES
• To greet and assist visitors, escort/collect them from reception, offering refreshments
• To answer calls and liaise with the public and partners, direct calls and respond to inquiries
• To work with the HR manager to ensure all HR processes / systems are accurate and up to date – including maintaining all staff ID’s and DBS.
• To support the Finance manager to ensure basic book keeping is up to date
• To update records and input new information onto databases
• Maintain a clean and welcoming environment for guests and colleagues, ensuring communal areas are clean and well presented
• To replenish office refreshments
• To assist with preparing refreshments for meetings and the ordering of lunches when required
• To assist with maintaining office equipment, ordering and maintaining stationery and equipment supplies
• Producing and distributing certificates for learners in regard to ACNs training programmes
• To organise and store paperwork, documents and computer based information
• To administer all out going post and incoming mail
• To work with staff to provide administrative support as required
• Undertake any other duties relevant to the position as required

OTHER RESPONSIBILITIES
• Undertake training in order to develop work related skills and knowledge.
• Undertake any other related responsibilities commensurate with the evolving objectives of the post and the evolution of the organisation.
• Work with due regard for ACN core values and objectives.
• Ensure the effective implementation of, and adherence to ACN’s Equal Opportunities and Health and Safety policies and procedures.

Person Qualities
1. Have a friendly, helpful and positive attitude, as well as a hard working ethos.
Successfully demonstrate their commitment to our values of Focus, Ambition, Courage and Teamwork

Experience
1. Experience of working in administration and in a busy office
2. Experience of coordinating office activities
3. Experience / knowledge of Microsoft Office applications (particularly Word, Excel, PowerPoint and Outlook)
4. Experience of taking minutes (desirable)

Skills and abilities
1. Have a confident telephone manner
2. Communicate effectively with people at all levels, including staff and external suppliers
3. Be well organised; taking pride in accuracy and attention to detail, while delivering work to tight deadlines;
4. Professional approach

How to apply
Please email your CV and a short cover letter to info@activecommunities.org.uk