BARRHILL DEVELOPMENT TRUST (BDT) - JOB DESCRIPTION
Job Title: Office Administrator Salary: £27,300.00 pro rata.
Location: Barrhill
Hours: 15 to 20 hours per week
Responsible To: BDT HR Sub Committee
Responsible For: BDT administration
Job Purpose:
To manage and support the overall provision of an efficient and effective clerical and administrative support service to Barrhill Development Trust in a range of settings to meet the needs of the Development Trust.
To support the Barrhill Development Trust and trustees in the successful delivery of programmes and assets maintenance.
Main Responsibilities:
• Liaise and maintain relationships with trustees, internal and external colleagues, individuals and organisations, ensuring effective communication and appropriate responses to complex enquires and to the needs of the trust.
• Plan, organise and allocate all administrative work in accordance with the Barrhill Development Trust priorities and ensuring that procedures are carried out in a professional, effective and efficient manner.
• Continually improve administrative procedures and guidelines. Ensuring compliance with standards and that resources are allocated effectively to achieve the aims of the Barrhill Development Trust.
• Independently carry out a wide range of tasks associated with a busy administrative support service including arranging times and dates for events or training, scheduling appointments or meetings for others and assisting with the organisation of Development Trust activities.
Job Activities:
1) Being the first point of contact to respond to specific enquiries for the Barrhill Development Trust quickly, efficiently and accurately. Ensure that all urgent enquiries receive an immediate response and other messages are allocated and responded to in an appropriate and timely manner though use of initiative and knowledge.
2) Supporting the updating and preparing of monitoring reports as required, e.g. performance management, financial records etc. Maintain up to date records using Barrhill Development Trust related computer data systems or software e.g. HR or Financial packages.
3) Undertake supervisory responsibilities for Trust staff identified as directed. Support staff recruitment and on the job training as required and develop a plan for the current and anticipated work for the team.
4) Develop, update and maintain an office procedures manual and computer based data systems relating to the needs of the Barrhill Development Trust and ensure the business support Barrhill Development Trust is appropriately resourced to achieve expected standards.
5) Use relevant software to prepare letters, reports, presentation and minutes and any other documentation as required.
6) Accurately support the administration of internal and external meetings as required. Taking and preparing minutes and reports and preparing and distributing other related correspondence.
7) Observe strict confidentiality, exercise tact and discretion in carrying out tasks. Process and obtain confidential paper based or computerised information through creating and updating files, data input, data retrieval and filing in an accurate and timely way.
8) Undertake general administrative duties including processing and preparation of mail, orders, and the management of filing systems used by the trust, taking and organising bookings, events and meetings, ensuring appropriate resources are in place for successful delivery and use of record keeping systems.
9) File and archive material as required using appropriate filing or specific information systems.
10) Ensure financial processes are adhered to and accurate financial records are maintained. Complying with the Trust’s financial procedures and using the financial software provided to undertake cash handling and processing of invoices and/or other financial documents as required
11) Identifying and ordering stock supplies and equipment for the wider team, ensuring they are sourced through the agreed purchasing systems and processes and distributed effectively.
12) Assist with providing an overall efficient support service by having a flexible approach towards own workload and supervising other members of staff.
13) To carry out any other duties commensurate with the level and nature of the post as directed and consistent with the job purpose.
Performance Management
The job activities listed are not exhaustive and may be added to or amended consistent with the job purpose.
• To manage your own performance and any staff you may be responsible for in accordance with the trust’s values of continuous improvement, openness and honesty and team working.
• To achieve the agreed performance targets detailed in the work plan and contribute to performance appraisal activities.
• To manage your own performance in compliance with all Codes, Regulations and procedures including Code of Conduct, Health and Safety and Governance.
• To manage risk, promote risk awareness and prioritise work in light of the risk analysis.
• To actively commit to the trust’s equality and diversity vision statement and associated policies that promote fairness and equality and celebrate diversity, in dealing with colleagues, clients and Barrhill Development Trust users.
• To take all reasonable measures to limit carbon emissions and reduce energy/ resource consumption when undertaking work activities.