Ben View is looking to recruit an energetic and efficient person as their Administrator. You should have a minimum of 2 years of administration experience in a busy and ever-changing office environment. You would need to demonstrate your sense of initiative and be able to adapt to meet the needs of all services within our service.
Previous experience of administration within a care regulated environment is desirable.
This job description is not a definitive list of tasks, it is designed to give an overview of the job.
Main Duties:
1. As a first point of contact, respond to all telephone calls in a positive, proactive and efficient manner, forwarding messages and voicemails where relevant, ensuring all public enquiries receive attention and are documented.
2. To provide direct administrative support to staff and volunteers within all services at Ben View.
3. To coordinate the financial administration including recording and tracking grants and donations to the organisation, administer invoices and expenses claims received and liaise with an external payroll agency for staff salaries.
4. To co-ordinate the booking of meeting rooms and organise appropriate equipment and refreshments as required. Ensure efficient payment system is in place for room hire.
5. Oversee the conditions of tenant’s lease agreements including financial arrangements.
6. To contribute to a healthy and safe working environment by adhering to our health and safety regulations and company policies and procedures and ensuring circulation of updated documentation is signed off by appropriate staff.
7. Ensure the file management associated to our registered care services is meeting legal requirements in line with the Care Inspectorate and Scottish Social Services Council.
8. To provide an up to date filing system, including database and HR files in line with the Organisational procedures and the Data Protection Act and ensuring compliance with HR policies.
9. To maintain an up-to-date knowledge of HR processes and procedures and to advise and assist the Manager with HR issues and the recruitment process including the coordination of the appointment of staff.
10. To coordinate Ben Views website and contribute to newsletters, e-newsletters and social media channels.
11. Ensure that an adequate supply of training materials and relevant literature is maintained.
12. Arranging and servicing of meetings, making appointments and maintenance of diary for manager and staff.
13. Fulfil the role of Bus Escort from time to time as required by the lunch club service.
14. Liaising with other external agencies, both voluntary, and statutory, including other professional bodies.
15. Promoting and assisting in the planning and marketing of fundraising event.
16. Highly computer literate: confident and proficient with Word, Excel, PowerPoint, Outlook, internet and data entry.
17. To collect and analyse statistics, creating reports with the data.