Job Title: Administration Assistant
Reports to: Senior Social Worker
Location: Mansfield (office-based)
Job type: Permanent, Part Time
Working Hours: Part-time, 30 hours per week, 9:00 am - 5:00 pm, working days to include Monday, Thursday, Friday, and one other weekday to be agreed.
Salary & Benefits: £19,641 (pro rata), generous benefits package including, 29 days annual leave plus bank holidays (pro rata), salary sacrifice pension with generous employer contribution, Westfield Health, free onsite parking and other benefits
We are currently recruiting for an Administration Assistant for our Mansfield office. The role will involve providing comprehensive administrative support to CISWO’s regional personal welfare service, working as part of a team supporting former miner workers and their families.
You will provide administrative support for the office which includes taking detailed referrals from individuals via telephone/email/website or visits to the office, maintaining and updating the organisation’s databases, and prepare paperwork to support the personal welfare team in dealing with client enquiries and home visits.
You will also need to respond and process general enquiries from individuals and partner agencies including other mining charities, handle front line telephone enquiries and visitors to the office and deliver a full range of office skills to a high standard including producing letters and reports, photocopying, scanning, filing, archiving and dealing with the incoming and outgoing post.
You will also help to maintain general office systems and support the region with telephone/email messaging and diary updates, and assist with other administrative activities to provide additional support to other areas of the charity’s operations when required.
You will have excellent IT skills including Microsoft packages and databases, excellent communication and customer service skills, good attention to detail and problem solving skills, a good understanding of confidentiality and experience of dealing with sensitive issues. You will also have a good standard of education in maths and English and have the ability to prepare reports, arrange and organise meetings when required. Experience of working in a busy office is essential.
Experience of working in the social care sector and a knowledge and understanding of the issues facing former mineworkers and mining communities would be desirable although not essential. Additionally a higher education certificate/qualification in administration would also be of benefit such as NVQ level 3.
Please note this is an office based role.
Key Responsibilities:
- To take detailed referrals from individuals to the charity’s personal welfare team, either via telephone/email/website or visits to the office.
- To input data into the organisation’s client database
- To prepare documentation to support the personal welfare team in dealing with client enquiries and home visits.
- Direct liaison with personal welfare staff and their clients to ensure our service is well coordinated and delivered to a high standard.
- To respond and process general enquiries from individuals and partner agencies, including other mining charities.
- To handle front-line telephone enquiries and visitors to the office as part of the established administration team.
- To deliver a full range of office skills to a high standard, including producing letters and reports, photocopying, scanning, filing, archiving, and dealing with the incoming and outgoing post.
- Maintain and update the organisation's filing system, including updating of databases and electronic filing systems, alongside hard copy filing.
- Maintain general office systems and support the region with telephone/email messaging and diary updates.
- Assist with other administrative and personal welfare related activities to provide additional support to other areas of the charity’s operations when required.
- To cover administration team absences where required and ensure office administrative cover is maintained.
- To attend and participate in staff meetings.
- To assist with taking minutes.
- To participate in changing work practices, as agreed, to ensure effective co-ordination of services and communication.
- Promotion of the service where required.
- To participate in local and national training and development opportunities and to take responsibility for personal learning and development.
- To undertake additional reasonable tasks commensurate with the post.
Skills/Qualifications/Experience:
Essential:
- Excellent IT skills including use of databases and Microsoft Packages
- Excellent time management skills and the ability to prioritise work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organisational skills with the ability to multi-task
- Excellent customer service skills
- General office skills
- Understanding of confidentiality and dealing with sensitive issues
- Good general standard of education to at least GCSE level in maths and English as a minimum.
- Ability to prepare reports, arrange and organise meetings.
- Team working
- Experience of working in a busy office environment
Desirable:
- ECDL
- Qualification in administration to min NVQ level 3
- Experience of working in the charity / social care sector.
- Knowledge of the mining community.
This job description reflects the major tasks to be carried out by the jobholder and identifies the level of responsibility at which the jobholder will be required to work.
This job description may subject to review and/ or amendment at any time to reflect the requirements of the job.