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AGE UK BOLTONJOB DESCRIPTIONADMINISTRATION OFFICERRESPONSIBLE TO: COPORATE SERVICES MANAGERRESPONSIBLE FOR: SMALL TEAM OF RECEPTION / ADMIN VOLUNTEERSSALARY:?17,000 P.A.HOURS:36 HOURS PER WEEK, MONDAY TO FRIDAY 9-5pmMAIN DUTIESTo provide comprehensive and efficient administration support for the office and oversee our volunteer-led reception service for the charity.To oversee daily office procedures, including managing office stock, equipment and supplies, preparing reports and organising recordsTo support the Governance and Admin team in maintaining and managing the charity’s systems including: HR; organisational development and contacts with clients, volunteers, service providers, funders and commissioners.To manage the Chief Executive’s diary and arrange, service and support meetings and charity events on behalf of the senior leadership team. .. Key ResponsibilitiesCo-ordinate and support a small team of reception and administrative volunteers to: - act as first point of contact for all enquiries, taking messages as necessary and ensuring that accurate information is passed on accordingly;- ensure that all visitors and callers and any other enquiries are handled in a professional, efficient and welcoming manner.Provide an efficient office administrative support service to the Chief Executive, managers and other colleagues including the former’s diary management and arranging, servicing and supporting meetings and charity events..Manage and maintain sensitive and confidential information, correspondence and records in accordance with Age UK Bolton’s Data Privacy policy and procedures.Order, monitor and replenish stocks of stationery, small office equipment and support the Corporate Services Manager to ensure that IT and general office equipment is maintained in good working orderTo support the Corporate Services Manager and Chief Executive to take responsibility for building issues, liaising with the Bolton at Home Facilities Manager to report any concernsAct as cover for and support the Communications and Organisational Development Officer in organisational development support and organising and supporting events and ensuring attendees have the relevant resources.Facilitate and support Board of Trustees and other meetings including booking venues/rooms, preparing and proofreading meeting papers, organising refreshments and liaison with attendees etc. Attend and act as minute-taker for meetings as directed by the Corporate Services Manager and Chief Executive (including but not restricted to HR, Communications and Editorial team meetings)Ensure compliance with all relevant Age UK Bolton policies and procedures and Quality standards and adherence to good practice guidanceUndertake such other tasks and responsibilities commensurate with the post as may be required from time to time by the Chief Executive.AGE UK BOLTONPERSON SPECIFICATIONADMINISTRATION OFFICERESSENTIAL CRITERIAASSESSMENT METHODEXPERIENCE KNOWLEDGE & SKILLSExperience of providing administrative support Application/ InterviewExcellent verbal and written communication skillsApplication/InterviewEffective organisation and prioritisation skillsApplication/InterviewRobust knowledge and experience of using Microsoft Office including Outlook and Power PointApplication/InterviewExcellent customer care skillsApplication/ InterviewStrong time management skillsApplication/InterviewExperience of managing and maintaining sensitive Application/ Interviewand confidential informationExperience of managing and securing confidential Application/ Interviewinformation and personal and sensitive dataCommitment to Equalities, principles ofprivacy and confidentialityApplication/InterviewEXPERIENCE & QUALIFICATIONSGood standard of education (numeracy andApplication/ Interviewliteracy) with relevant work experienceWORK RELATED CIRCUMSTANCESA proactive approach to the personal Application/Interviewdevelopment of oneself and othersWillingness and ability to work flexibly Application/InterviewDESIRABLE CRITERIAASSESSMENT METHODUnderstanding of, and empathy with, the issuesApplication/Interviewaffecting older peopleExperience using databases and CRM systemsApplication /InterviewAbility to update website and Facebook pagesApplication/Interview ................
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