Administration Assistant

Post Information Pack

Service

Cranstoun: Sandwell

Location

Smethwick

Cranstoun is a charity empowering people to live healthy, safe and happy lives. Our skilled and compassionate teams work with service users, families and communities, helping them to make positive changes. We offer a wide range of services across England, including community-based outreach, treatment and recovery, detox, supported housing, and specialist services for young people and families and carers. We’ve been making a difference since 1969 by combining our expertise with innovative approaches, and putting people at the heart of what we do.

JOB DESCRIPTION

Job purpose / Context:

Support all members of the team in providing high quality and comprehensive customer relations & reception service and an effective administration function.

Support and/or undertake a number of administration functions within the office / service. Support prescribing administration duties as and when required to ensure the effective deliver of clinical services.

Responsible to:

Administration Team Leader

Key Areas of Responsibility

Customer Relations & Reception Services:

· Respond to telecomms contact in a professional manner, ensuring all communication and related tasks are dealt with promptly and efficiently.

· Ensure customer relations & reception services are delivered effectively at all necessary times, working with colleagues to ensure coverage throughout the working day.

· Undertake customer reception and associated duties, providing an efficient and polite service to all staff and visitors.

· Maintain the reception service area ensuring that it is clean, tidy and presents an appropriate ‘face’ of the organisation.

· Ensure all incoming faxes are dealt with efficiently and promptly.

General Administration

· Provide administrative support as directed by the line manager.

· Attend and take minutes of various meetings when required.

· Draft or issue memos, letters, minutes and reports in a professional presentable manner. This will include publicity and mail shots.

· Provide administration support to members of the management team as and when required and directed by the line manager.

· Establish & maintain effective and appropriate administration and record keeping systems, including management of client file archive and file retrieval.

· Ensure adequate and timely preparation of meeting rooms pre and post meetings.

Post and Courier Services:

· Ensure collection and distribution of incoming post

· Ensure daily outgoing post is collected and managed as needed, including special delivery mailings as required

· Organise and manage courier services as required

Stationary and Office Equipment:

· Ensure copying and printing facilities and technology are working and have sufficient supplies

· Coordinate servicing and repair of office equipment, as required.

· Maintain sufficient levels of office stationery and supplies.

· Source competitively priced suppliers.

· Ensure the stationery room and storage areas are kept clean and tidy and in compliance with Health and Safety guidance.

General

· Undertake any additional duties as may be reasonably required from time to time.

·

4

PERSON SPECIFICATION

Experience

· Demonstrable experience of successful office administration (to include setting up and maintaining filing systems and servicing of meetings)

Abilities and attributes

· Ability to deliver a high quality service

· Ability to work effectively and efficiently within a team

· Ability to prioritise work load in order to meet targets and deadlines

· Attention to detail

Skills/ Technical Skills

· Excellent written, oral and presentation skills to include proficient typing.

· Effective communication skills

· Report writing skills

· Organisational and administrative skills

· Proficient use of MS Office suite, incorporating Word, Access and Excel

· Effective IT skills to include use of email / internet

· Time management skills

Knowledge

· Knowledge of office administration

· Knowledge of office Health and Safety