Office Administrator

Employment Details

• £16,258 per annum, (pro-rata for part time)
• 30 hours per week
• Flexible start times
• 28 days paid holiday per annum (pro-rata for part time employees)
• Additional guaranteed Christmas leave, (from 2 days before Christmas to 2 days after New Year)
• 5% employers pension contribution regardless of employee contribution
• Discount scheme at many high street stores
• Free parking
• Supportive and nurturing working environment to support employee development

Purpose of Role

The Administrator is responsible for providing comprehensive administrative and secretarial support to the organisation, to maintain and develop the administrative systems, both manual and computer based, to provide comprehensive personnel administration and to organise and service internal and external meetings.

Job Description

1. Prepare and circulate agendas and documents, and take minutes of board meetings, its various sub-committees and any other committees to which The Community Foundation may attend.
2. Providing confidential secretarial support.
3. Administer and keep up to date the contacts database, and formal records of organisations we work with.
4. Assist in the preparation, production and distribution of the regular newsletters, including maintaining the mailing list data base.
5. Assist in maintaining and developing communication with and between the affiliated and other voluntary groups e.g. network events
6. Undertake routine collating of information relating to The Community Foundation services
7. Assist in the administration of the information systems (filing and database etc.)
8. Assist in the preparation and issuing of the Annual Report.
9. Type and word-process documents and letters.
10. Answer the telephone and deal with enquiries.
11. Receive and deal with visitors to The Community Foundation offices.
12. Undertake any other duties other staff may request, including;
13. Entering details of each application onto the CRM database
14. Producing correspondence
15. Contacting individuals by telephone when clarification or further information required
16. Preparing panel papers as required
17. Producing reports as required
18. Support the eligibility and assessment process of grant applications
19. Provide customer service support where necessary
20. Other office administrative duties as required, including dealing with incoming and outgoing post

It is in the nature of the work of The Community Foundation that tasks and responsibilities are in many circumstances unpredictable and varied.  All employees are therefore expected to work in a flexible way when the occasion arises so that tasks which are not specifically covered in their job description are undertaken.  These additional duties will normally be to cover unforeseen circumstances or changes in work and will normally be compatible with the regular type of work.

Person Specification

Key Skills

1. Computer literacy, including a good working knowledge of Microsoft Office packages
2. Ability to work unsupervised
3. Ability to work as part of a team, contributing as necessary
4. Methodical approach to work
5. Accurate keyboard skills
6. Good verbal and written communication skills
7. An understanding of the importance of maintaining accurate records
8. Knowledge of the voluntary and community sector within Staffordshire and Stoke on Trent