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Job Advert: Administrator

We are looking for an extremely competent, well organised administrator who has previous experience of providing admin support to a small team. You must be proficient in MS Office software. Previous experience of online booking systems is desirable.

Employer:                         Newmains Community Trust
Reports to:                       NCT Centre Manager
Direct Reports:                 none
Hours:                              16 hours per week
Salary:                              £20,000 - £22,000 (pro rata)
Duration:                          Fixed term contract for 1 years with possible extension, subject to funding
Pension:                           Stakeholder Pension currently under review
Holiday Entitlement:         28 days per annum inclusive of public holidays
Location:                           Newmains Community Trust (NCT) Centre

 

Background and Purpose

The NCT Centre is a Big Lottery funded purpose built building for the community of Newmains.  It is community owned, managed by Newmains Community Trust and act as a focal point for community activities. The Centre opened in August 2015 to serve Newmains and District Communities and through local partnership working, aims to deliver activities and services to meet community needs.

The purpose of the Administrator’s role is to provide effective administration support to the organisation.

  • To be the first point of contact for telephone and email enquiries from members, stakeholders and the general public.
  • To deal with all bookings enquiries and maintain a record of all bookings enquiries, confirmed bookings, and customer requirements.
  • To maintain office systems and carry out data inputting, such as Customer Relationship Management (CRM) systems. To maintain paper and electronic filing systems, dealing with confidential information.
  • To provide personal assistance support to the Chief Executive.
  • To support senior staff with events planning and delivery.
  • To provide other administrative support to the staff team as required.

 

Main Duties and Responsibilities 
  1. 1.     Office Administration
  • Providing high quality office administration support to the team.
  • Maintaining paper and electronic filing and record systems.
  • Composing letters and producing reports as required.
  • Data inputting and processing.
  • Arranging meetings, including booking rooms and preparing agendas and papers.
  • Ordering and maintaining stationery and equipment.
  • Other tasks as required.

 

  1. 2.     Centre Bookings
  • Setting up and maintaining electronic booking system for the Centre
  • Dealing with all booking inquiries by telephone and email, maintaining accurate records of booking enquiry stage, client requirements, final contracts, hire agreements etc

 

  1. 3.     Event Administration
  • Supporting the Centre Manager with events administration, including maintaining systems, managing bookings and responding to enquiries.
  • On site support at events (e.g. assisting with delegate registration, supporting facilitator, liaising with venue and taking notes).

 

  1. 4.     Personal assistance
  • Diary management for all Centre Bookings, staff rotas and holidays.
  • Management of communication into the organisation and redirection as appropriate.
  • Arranging paperwork, schedules and travel plans for Centre Manager  and board members.
  • Assisting Centre Manager with filing, correspondence, report and presentation preparation.

 

Person specification

Factor

Essential

Desirable

Education

Standard Grade / GCSE English and Maths (A-C) or equivalent.

 

Work Experience

Small and large scale events administration support.

MS Office software including Excel, Outlook, Word and PowerPoint.

Experience of working in an admin capacity to support a small team, including diary management, travel and accommodation

Experience of handling calls, enquiries and bookings in a commercial or community facility or venue.

 

Skills

Operating digital organisational tools such as Sharepoint, CRM and online event booking systems.

Data inputting and processing.

 

 

Knowledge

MS software qualifications or equivalent knowledge.

 

Knowledge of office systems, such as customer relationship management systems and venue booking systems.

 

Personal Qualities

Highly organised and methodical approach to work.

Ability to exercise discretion and work with confidential information.

Keen attention to detail.

Excellent written, verbal and interpersonal communication skills.

Excellent numerical skills.

Ability to work supportively in a small team.

A flexible ‘can-do’ approach to working life.

 

Self-organising and self-reliant.

Ability to multi-task and a methodical approach to work.

 

 

Accountability

Accountable to Centre Manager

 

Additional Information

The post holder may be required to work outside of the normal working hour as either flexible hours or Time off in Lieu (TOIL) that will be agreed in advance with the post holder. 

The post holder will benefit from28 paid holidays per annum pro rata including bank holidays.

NCT Centre activities include working with children and vulnerable adults, this post-holder must be willing to undertake a Disclosure Scotland check as a requirement for this post.

The particular duties and responsibilities attached to posts may vary from time to time without changing the general character of the duties or the level of responsibility with any changes being undertaken in agreement with the post holder

 

Applications

To apply please visit our website at nctcentre.co.uk/application to apply online, or download a recruitment pack, or contact us for a recruitment pack at recruitment@newmainscommunitytrust.co.uk

 

Closing Date for Applications: Midnight on 14th July 2017

Download our recruitment pack:
Microsoft Office document iconNCT Equal Ops Form 2017.doc
Microsoft Office document iconNCT Self Declaration Form 2017.doc
Microsoft Office document iconNCT Application Form 2017.doc

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