Administrative Assistant - Southfield, United Kingdom - Nailsea and District Community Transport

Description

Administration Officer
Nailsea and District Community Transport (NDCT)


Position:

Full time, 35 hr a week, Monday to Friday


Salary:

Range - £19820; £10.89 ph. -
£ £12.08 ph. (Enhanced role)

Work Location:

Nailsea, North Somerset

Our aim is to improve the quality of life of those in our community who would otherwise be isolated and provide opportunities for like-minded members of the community to come together to find friendship and company.

We are a not-for-profit organisation.

All funds are used to provide a subsidised fully accessible minibus door-to-door service for passengers who are older, frail vulnerable or have disability that makes travel by public transport difficult or impossible.

We have approx.

500 members across the northern half of North Somerset and are a lifeline to residents in this community who would otherwise be isolated.

Those services include local shopping trips, transport for health care and day trips out to various locations, including the coast, garden centres, pubs, and restaurants.

The Opportunity:

We are seeking 2 office administration officers to support the day -to
- day running of the organisation with one post holder taking on a senior role with
-
enhanced duties. As part of a team, you will be responsible for administration activities relating to Community Transport services and will liaise with our members, drivers, volunteers, including Trustees, and other staff members. We are a small team so flexibility is required and from time to time you may be asked to cover other tasks deemed necessary to the Organisation. These positions report directly to the Business

Manager.


The Core responsibilities broadly include:

General

• General office administration to ensure the daytoday business of the organisation.
• Carry out start of day and end of day procedures as and when required.
• Maintain booking database for shopping, dial a Rides, Trips, Hires and driver training and ensure jobs are covered.
• Receive training on the use of the CATSS database (Community Transport) to manage, organise and track client bookings and data relevant to the business of the organisation.

-
Assist with the preparation of reports to funders:

-
Organise the day trips programmes, including costings and producing marketing material
:

• Assist with the production of newsletters.**:
• 
  Purchase office supplies

Administration and client bookings

• Update and maintain accurate client records on all systems.
• Provide quotations for new business.
• Provide cover for other team members where required.
• Using a Community Transport database (CATSS), input bookings and relevant data to produce daily driver schedules for paid and volunteer drivers.
• Calculate pick up routes and times as necessary.
• Advise members on pick up times
• Identify paid and volunteer drivers to carry out transport requests
• Process daily job sheets and driver mileage.
• Process client memberships and renewals.
• Prepare and issue new customer packs.
• Maintain an awareness of data protection and confidentiality at all times.

-
Process driver mileage for BSOG reports (Fuel rebate)
Finance

• Handle payment transactions and process online and telephone payments
• Issue refunds
• Process Sum Up entries
• Record fuel receipts

-
Contribute to the preparation of the Trustees Services report and financial forecast:

-
Assist with processing purchase invoices in absence of finance officer:

-
Assist with Reconciling Sum Up daily reports and recording entries on Xero:

-
Assist with extracting data for BSOG (fuel rebate) reports
*Marketing

• Assist in creating marketing strategies and conducting periodic market research
• Assist in maintaining website and social media

*Volunteer Recruitment

• Oversee volunteer driver recruitment
• Process new Volunteer driver recruitment

Senior Administrative post holder will take on these additional duties at the enhanced salary.

Teamwork is essential to the smooth running of the organisation and all members of staff are required to play an active part to ensure that service provision and good practice are met.

Staff are expected to comply with all organisational policies and procedures and co-operate to ensure that NDCT meets the requirements of contracts and funding arrangements.

This broadly covers the main duties of the post when it was drawn up.

These may vary from time to time without changing the general character of the post or the level of responsibility.

It is expected therefore that the post holder will undertake any other duties commensurate with the grading of the post and allocated through line management.

SL


Person Specification

Essential skills

• Excellent written and verbal communication skills with a professional and caring attitude towards service users and other team members.
• Experienced in a customer facing role with good telephone skills.
• Experienced in using Micros