Vacancy: Part Time Admin Assistant

Projects
negotiable dependent on experience
Rugby, Warwickshire
07/08/2017
14/08/2017

Description of Role

Job Summary

This post has a primary aim to assist with office administration, telephone and other communications, offer a triage of application and referral forms for each of the projects and information technology alongside other tasks. The main function of the role is to provide admin assistance to the Community and Equine teams who support disabled and disadvantaged people.

The Main Duties and Responsibilities of the post are as follows:

  • Reception, telephone and hosting duties which ensure a warm and welcoming yet diplomatic approach in keeping with an organisation representing the rights and needs of people of may be vulnerable
  • Providing basic office admin support as agreed by the Project Managers
  • Entering and maintaining information through use of databases and filing systems, whilst adhering to confidentiality policies. Scanning and shredding.
  • Compiling reports for the Project Managers, compiling invoices and liaising with the accounts department
  • Maintaining communication amongst team members and distributing telephone and email messages promptly and efficiently
  • Working with Project Managers and the Office Manager to implement systems
  • Assisting with the coordination of diaries, communication with internal and external agencies and the production of materials required for team use
  • Carrying out any other duties commensurate with the post as directed by the Project Managers and Office Manager

Person Specification

The person specification describes the qualities that we will be looking for when selecting an applicant for the post.  Use the person specification when you are completing the form to highlight your relevant skills and experience.

 Essential Criteria

  • Proven relevant experience working in an office, or similar position previously
  • Relevant qualifications or experience in using the Microsoft package of products including Word, Access and Excel
  • Solution focused with good problem solving skills
  • Experience with handling confidential data sensitively
  • Experience of successful working with people and with experience in working individually and in a team
  • Having patience, tact, diplomacy and approachable people skills
  • Being able to stay calm in difficult situations
  • Having good English spoken and written communication skills
  • Experience in staying organised and managing information from many different sources.
  • High level of accuracy and attention to detail
  • Ability to communicate well with widely diverse groups of people, to take messages and act on instruction where required.
  • Effective time and stress management skills and to be a logical thinker

Being a position of trust, this post will require of a successful candidate utmost loyalty, honesty and integrity, as well as understanding of and commitment to the values, beliefs and policies underpinning the work of Circles Network

Desirable Criteria

  • A higher education qualification or equivalent in English, IT, Business Administration or similar, or equivalent experience.
  • Ability to produce complex database reports and graphs using the above programmes

To apply, please send your CV and covering letter to hr@circlesnertwork.org.uk by 14th August 2017.

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