Job Title: Centre Administrator
Location: Community Enterprise Centre, Blyth, Northumberland
Responsible to: The Chief Executive
Hours: 25 hours per week, fixed term post until Dec 31st 2018. Post could be extended, depending on further funding. Hours to be agreed between successful applicant and CEO. (On rare occasions, may need to accommodate some weekend and evening requirements).
Salary: £13,000 per annum
Deadline for Applications: Tuesday 5th June 2018, 9am.
Interview Date: Tuesday 12th June 2018
Main purpose of the post
We are looking for a reliable Office Administrator. They will undertake administrative tasks, ensuring the rest of the team has adequate support to work efficiently.
Further tasks include bookkeeping, coordinating education provision and supporting the team to generate income. The ideal candidate will be competent in prioritising and working with little supervision. They will be self-motivated and trustworthy.
The office administrator ensures smooth running of our company’s offices and contributes in driving sustainable growth.
- Excellent administrative and IT skills including Microsoft Office packages.
- Demonstrable ability to work independently.
- Excellent personal organisational skills with the ability to prioritise and to work to meet tight deadlines.
- Good interpersonal skills with the ability to work effectively across the team and with a variety of people both inside and outside the organisation.
- Excellent oral and written communication skills.
- High level of accuracy in all work with excellent attention to detail and written English.
- Maintain a high level of cleanliness ensuring all office spaces are kept clean and tidy at all times.
- Organise and supervise all of the administrative activities that facilitate the smooth running of the organisation.
- Ensure as wide an audience as possible is made aware of our services including the use of social media, including implementing a marketing strategy.
- Identify and develop training courses in line with BRIC’s remit and identified objectives.
- Coordinate training provision in partnership with community members, organisations and education and training providers and enable skill sharing and professional and personal development.
- Liaise with the CEO to ensure the appropriate resources/tutors/funding are available for courses.
- Identify other training providers who can provide a wider range of courses and generate income for the department.
- Plan course timetable and confirm with the CEO and partner organisations.
- To monitor and evaluate student/tutor/out-reach/and partner-provider data and develop new curricula relevant to/in response to student demand/out-reach requests.
- Liaise with the CEO to determine the marketing plan for individual courses and any other relevant activities.
- Work closely with IT to develop marketing materials ensuring timely distribution, ensuring materials are developed and available in accessible formats.
- Undertake action to ensure efficient marketing to ensure courses are full.
- Recruit and assign leaflet distribution duties to staff members and volunteers to ensure maximum distribution.
- With support from relevant staff, communicate with local employers to support filling of their vacancies.
- Communicate the centres services and provision to drop-in clients and visitors, making appropriate referrals to education, or other relevant agencies where an additional need is identified.
- Promote the interests of the Centre within the voluntary, community and public sectors. Publicise, promote and represent BRIC as appropriate.
- Work with/on behalf of the local community to create/maintain and develop services, resources and opportunities in response to demand and to validate and modify programme/projects accordingly in keeping with BRIC’s aims and objectives.
- To ensure quality standards are met and sustained and to record such information in regular departmental reports.
- Receiving and making calls to students and potential new students for enrolment.
- Producing literature for enrolments including marketing materials.
- Preparing and maintaining course booking forms.
- Monitoring student numbers and recording all student information onto the database.
- Produce registers for courses and workshops and update attendance.
- Maintain and update course entries on database.
- Type up letters or brief reports as requested relating to monitoring returns of the service.
- Monitoring the payments spreadsheet, collecting and documenting cash received and producing receipts
- Any other general administration tasks as authorised by the CEO.
- Occasionally assist with the administrative work of other departments, as required, particularly during holiday periods or absence of key colleagues.
- Log information on calls received, where required and maintain detailed and accurate records.
- Maintain, check and amend the Room Bookings Diary.
- Establish and maintain effective working relationships with co-workers, supervisors and the general public.
- Complete enrolment forms with centre users and advise on education courses and workshops.
- Complete evaluation forms with students at the end of each course/workshop, or ensure literature is passed to tutor.
- Report on a weekly basis on progress of agreed targets and outcomes of projects to the CEO.
- Support the production of marketing materials to promote all services the centre has to offer i.e. regular leaflets, posters and fliers.
- Source and purchase necessary consumables, equipment and resources as needed to maintain and ensure the efficient running of centre and to manage the allocated budget for such items in association with BRIC’s CEO.
- Maintaining, monitoring and updating client records on computerised data systems
- Coordinate reception services and volunteer reception staff to ensure its effective running, with protocol and processes adhered to and reinforced with others.
- Meeting and greeting customers, partners and all other visitors or callers.
- Book rooms for meetings upon request.
- Answer and forward phone calls, taking accurate messages when necessary.
- Keeping the reception area tidy and all literature up to date.
Skills and Attributes
- Experience in providing administrative support in a dynamic and demanding environment.
- Excellent customer service skills to both internal and external service users.
- Professional and personable.
- Excellent accuracy in all work with excellent attention to detail and excellent written English.
- Confident at communicating with professionals and other agencies.
- Warm, professional telephone manner.
- Ability to handle a wide range of activities and prioritising these effectively.
- Effective minute taking skills.
- Ability to use initiative and make effective decisions.
- Ability to use a comprehensive range of IT software (Microsoft Outlook, Excel, Word, Internet Explorer and PowerPoint) and the willingness to train in additional IT skills as and when required.
- Tact, patience and diplomacy. Ability to maintain a sensitive and professional approach towards colleagues and service users, mindful of confidentiality and anti-discriminatory practices.
- Work in line to BRIC’s aims, values and objectives.
- Maintain a clean and tidy office environment, ensuring the needs of the clients, customers and external providers are of high priority at all times.
- Understanding of issues relating to BRIC.
- Empathy/understanding of the needs of adult learners.
- Administrative/secretarial qualification.
- A car and a valid driving license would be an advantage
Download the BRIC Application form
For more information about this post, please contact Tracy Machnicki on 01670 542845 or email firstname.lastname@example.org.
Note: We will only accept application forms, no CVs will be considered.