Admin Assistant - Plymouth, United Kingdom - Path

Path

Verified Company

Plymouth, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

ROLE PROFILE

Administrative Assistant

Role Profile

Reports to Office Manager
Hours 20pw

Location Harwell Centre
Shift Pattern Office hours, with some flexibility to provide holiday cover

CRB check required - enhanced

Path is an independent charity, based in Plymouth. It has a board of trustees and a Director, with managers and staff to oversee and deliver services.

There are also roles that are specifically focused on the central running of the organisation, including and based around the following posts:

Office Manager: responsible for premises, equipment, office, systems
Admin Worker:
Admin Asst: this role

We also have a Finance Team, led by our Finance Manager.

Together, these roles enable Path to function as a homelessness charity. They ensure and address equipment needs, personnel support (from monthly pay to monitoring attendance), central premises

(making sure that premises are accessible and safe), reception, financial transactions and more.

Role
The Administrative Assistant (Admin Asst) role has a few main elements, including:

Reception and clerical work
Resources work (inc offices and equipment)

The Admin Asst therefore provides clerical, reception and administrative work for the agency as a whole, working with the Office Manager and Admin Worker.

Specific Duties / Responsibilities

1. Reception / clerical
The daily tasks below are mostly carried out, and led on, by the Admin Asst.

Reception duties inc: answering the door and 'phone; taking & passing on messages; dealing with inquiries and referring on; using the client database and screening clients
Monitoring movements and safety of staff, including overseeing and using the whereabouts ('Bat') phone
Providing clerical functions: printing / photocopying; IT support; monitoring and ensuring availability of forms (on paper and electronically)
Signposting onto other services / agencies, where appropriate
Maintaining and monitoring room booking diary

2.

Resources:
offices and equipment
This role is the primary internal point of contact for resources and equipment, providing information and advice to colleagues.

Responsibilities therefore include (supervised by the Office Manager) monitoring, overseeing and replacing, as needed:

Mobile phones
Dealing with day to day IT queries
Office safety alarms
Personal (mobile) safety alarms
Leaflets in waiting space
Consumables for IT etc
Undertaking weekly fire alarm tests and building checks
Monitoring and managing internal room bookings

This to include organising and carrying out regular, scheduled checks on supply and performance, where relevant, taking appropriate action and keeping all appropriate records.

3. Cover for others in Admin team

In the event of absence of the Office Manager or Admin Wkr, or when otherwise requested, there may be additional duties.

Many of these will relate to those noted above.

4. General

With / for Office Manager, setting up and maintaining files, obtaining information
When needed, using internal databases to look up relevant information
Keeping appropriate records, suitable for formal review and audit
Other duties as required by Office Manager, Admin Worker or Director
Participation in staff and other meetings, as required
Compliance with Path Worker Conditions