Administrative Assistant

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

Communication

To deal effectively with internal/external enquiries, and to be the initial contact for calls and or visitors for the central management team and take messages, by phone or in person, and ensuring these are passed on to the relevant members of staff.

To monitor and manage incoming emails and correspondence advising the central management team on necessary actions.

To maintain and update central management team diary in accordance with current protocols.

To prepare agendas, arranging meetings and take notes as necessary or requested.

To liaise with colleagues within the organisation to facilitate agreed outcomes.

Human Resources

To assist with the recruitment and leavers processes.

To assist with the changes in staffing employment hours processes.

To assist in managing and recording changes in staff status.

To ensure the staff recording system is maintained and communicated.

To provide monthly reports for payroll.

To maintain the employment folder for staff terms and conditions.

Finance

To provide support on delivering the payroll system.

To validate expense claims, course fees, travel claims, incidental expenditure and arrange reimbursement.

To validate the Monthly Discharge Spreadsheet.

To maintain the financial information system including invoice management.

Estate Management

To monitor and maintain the facilities management services retained by the organisation.

To manage and maintain the asset management register.

To monitor and manage the confidential waste system.

To maintain a fault log for organisational systems and report on necessary action.

Procurement

To order stationery and ancillary materials on behalf of the central management team.

To monitor stock levels and highlight replenishment needs.

To source and obtain stock as and when required.

Data Systems

Maintain and update filing systems for correspondence, activity and information.

Input, compile and analyse statistical information and produce reports for management use.

To monitor and report on website maintenance.

Review

These duties and responsibilities will be regularly reviewed with the post holder and changes may be agreed over time.

Person Specification

Qualifications

Essential

• Good general education to GCSE or equivalent with evidence of good numeracy and literacy
• European Computer Driving License
• NVQ Level 3 in Business Administration
• RSA II text and word processing or equivalent experience

Experience

Essential

• Evidence of previous administration or secretarial experience in a busy working office environment
• Experience of providing a customer care service
• Experience on Microsoft Office Outlook, Word, Excel, Publisher
• Experience in taking notes/minutes

Knowledge, Skills and Experience

Essential

• Excellent knowledge of Microsoft Office programs - Outlook, Word, Excel,Publisher
• Excellent communication skills, both
• written and verbal
• Accurate IT and keyboard skills
• including Excel spreadsheets
• Well-developed time management
• skills
• High standard of organisational ability
• Able to prioritise a pressured workload
• A good eye for detail
• Ability to maintain discretion and
• confidentiality
• Adaptable and flexible to meet
• fluctuating needs
• Able to communicate well at all levels
• Ability to be flexible to meet service
• needs
• Ability to work independently and
• unsupervised

Desirable

• Strong team player evidence
• Knowledge and Experience of using Open Source programmes

Other

Essential

• Documented work history
• Evidence that personal behaviour is consistent with Centre for Psychology values

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Centre For Psychology

Address

26A Chertsey Street

Guildford

Surrey

GU1 4HD

Employer's website

http://www.centreforpsychology.co.uk/ (Opens in a new tab)