Administration Assistant

We are seeking a highly efficient and organised part time Administration Assistant to support with all of our administrative operations here at Age UK Cheshire East.

This is a varied and fast paced role; you will support in ensuring an effective administration support service is provided across the organisation, HR functions are carried out, premises are well managed and maintained and the charity is compliant with Health and Safety legislation.

Ideally, you will have previous experience of working in a busy office environment, with some knowledge of looking after premises and carrying out HR tasks.

You will need to enjoy providing excellent customer service to both internal and external customers so you should have excellent communication skills.

You will be highly organised, with an keen eye for detail and be enthusiastic about improving systems and making them more efficient. As the role is remote, you will need to show you are able to manage your own workload and prioritise tasks when needed.

Hours: 11 hours per week (days can be negotiated with candidate).

You may be required on occasion to travel to Cheshire East in order to meet the requirements of the role.

Salary: £11.80 per hour.

To apply for this role, please send a current CV and a cover letter outlining how you meet each area in the person specification below.

The closing date for applications is 8.00am, Tuesday 20th June 2023. Successful candidates who meet the requirements for the role will be shortlisted and contacted to interview. You must be available to interview on Wednesday 28th June 2023.

You can find our full Job Description and Person Specification for the role below:

JOB DESCRIPTION

JOB TITLE: Administrative Assistant

JOB PURPOSE: To work within the admin team to ensure that an effective administration support service is provided across the organisation, HR functions are carried out, premises are managed and maintained, and the charity is compliant with Health and Safety legislation.

ACCOUNTABLE TO: Administrative Manager

HOURS: 11 hours per week, flexible working available.

SALARY: £11.80 per hour.

Main Duties

Management and Administration

1. To support the charity’s administration manager, to ensure that an effective, high quality administration service is provided.

2. To support in producing correspondence, reports, minutes, promotional materials, etc’ when required and to a high standard.

3. To support in helping to maintain existing office systems and provide appropriate training for staff when required.

4. To help support in ensuring internal procedures are efficient and effective and continuously improving.

Premises and Equipment

1. To support the Administration Manager in helping to ensure the security of premises and arranging for repairs, alterations, and maintenance to be undertaken when required.

2. To support the Administration Manager in helping to review and negotiate competitive rates from suppliers for insurance, utilities, refuse, telephones, furniture, office equipment etc’ and to help ensure the smooth running of all contracts when required.

3. To support the Administration Manager to ensure compliance with property and equipment leases when required.

4. To support with the purchase and maintenance of office equipment and supplies for staff when required.

Health and Safety

1. To support the Administrative Manager in helping to ensure that Age UK Cheshire East is compliant with Health and Safety legislation, as directed by our nominated expert company.

2. To support in implementing changes to Health and Safety legislation, and organisational policies as directed by our nominated expert company when required.

3. To support in ensuring risk assessments are carried out at all the charity’s premises and outreach venues as directed by our nominated expert company.

4. To support in providing induction training to all staff on Health and Safety and help to ensure appropriate on-going training is provided when required.

5. To support in making staff aware of their responsibilities under the Health and Safety Act, when required.

Human Resources

1. To support the Administrative Manager with HR related activity when required; e.g. liaison with payroll, references for former employees, staff leavers (including staff collections) and supporting with grievance and disciplinary procedures etc’.

2. To support with the charity’s recruitment process; including creating job adverts, requesting references, drafting offer letters and contracts for successful candidates, and helping to organise new employees’ inductions when required.

3. To utilise the online absence management system when required, so it is updated appropriately to meet the charity’s requirements.

4. To support the Charity’s lead on the Disclosure and Barring Service (DBS) checks, helping to ensure all staff and volunteers have an up-to-date check at the appropriate level for their role, in line with our policies and procedures.

General

1. To assist with maximising Age UK Cheshire East's fundraising and trading opportunities when required.

2. To act at all times in accordance with the policies and procedures of Age UK Cheshire East.

3. To undertake any other duties, which are consistent with the duties and responsibilities of the job.

PERSON SPECIFICATION- Administrative Assistant

Essential/ Desirable

Experience

Essential- Previous experience of working in a busy office environment and delivery of admin’ tasks.

Desirable- Experience of looking after buildings and facilities, including health and safety compliance.

Desirable- Experience of dealing with Shop Leases and contracts.

Desirable- Experience of delivering HR functions.

Desirable- Experience of recruitment, selection and induction of staff.

Skills, Knowledge and Abilities

Essential- Excellent customer service skills (for both internal and external customers).

Essential- Excellent communication skills, both written and verbal; able to take minutes, write reports, draft letters etc’ with a keen eye for detail.

Essential- Excellent IT skills, including Microsoft office and CRM databases.

Essential- Ability to work independently and as part of a team.

Essential- Ability to organise self and individual work load; completing tasks efficiently and able to meet deadlines when required.

Attitude

Essential- Ability to motivate self and demonstrate a positive solution focused attitude.

Essential- Able to stay calm and prioritise workload when under pressure.

Essential- Able to work flexibly and attend occasional out of hours events.

Updated: May 2023.

We fully support the principle of Equality and Diversity in employment and oppose all forms of unlawful or unfair discrimination on the grounds of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

Job Type: Part-time
Part-time hours: 11 per week

Salary: £11.80 per hour

Benefits:

• Company pension
• Flexitime
• Work from home

Schedule:

• Flexitime
• Monday to Friday

Work Location: Remote

Application deadline: 20/06/2023
Reference ID: Administration Assistant