JOB DESCRIPTION
Local Administrator 2-3 days per week
Fixed to 31st March 2018 (initially)
Purpose and accountability
The Job-holder is responsible for providing an effective administrative support service for the
organisation. The job will be during normal office hours.
The Local Administrator role is responsible to the Oxfordshire Administration Manager.
Salary
The Local Administrator post is paid on the salary scale of £15,460 to £19,146 pro rata.
Connection Support offer a 3% pension contribution. The payment of increments, cost of living and
pension contribution, are subject to sufficient funding being available.
Place and hours of work
The places of work are within the offices in Oxfordshire.
Duties
1.
Administrative tasks
1.1 To manage and maintain office and communication systems to ensure the smooth running
of the office and the safety of staff. This includes IT systems with input from central admin
and IT support.
1.2 To deal with correspondence and telephone callers as appropriate. To be the first point of
contact for external callers, providing information where possible and referring to other
members of the team where necessary.
1.3 To type letters and other documents using Word and to undertake photocopying.
1.4 To update and maintain spreadsheets, create graphs for reports, update website, help to
create presentations in Power point.
1.5 To do any tasks required to ensure that the Database is up to date.
1.6 To open and distribute incoming post and organise external and internal post.
1.7 Work to the Routine Admin Procedures as these are periodically updated.
1.8 Deal with recruitment processes to timescales.
1.9 To provide administrative support to CEO, Ops Managers and Team Managers as needed.
2.
Information Tasks
2.1 To maintain filing systems and ensure that they are kept up to date.
2.2 To maintain contact and mailing lists.
2.3 To assist the team to produce reports, briefings, and mail-outs as appropriate.
2.4 To take notes in meetings as required, including confidential meetings.
3. Publicity tasks
3.1 To assist the team to prepare for and organise events such as launches, press
conferences, conferences, training courses and public meetings as appropriate including
booking rooms and organising lunches.
3.2 To create leaflets/posters as required.
4. Team tasks
4.1 To cover the office, answer the telephone, deal with visitors and take call-backs / G24
alerts.
4.2 To participate in regular support and supervision sessions.
4.3 To share responsibility for the security of office premises.
4.4 To attend appropriate training courses, both external and within the team.
4.5 To work with volunteers as required.
5.
Resources Tasks, with input from central admin team as required.
5.1 To take on project work and contribute to the planning, management and delivery of
projects, including project management of office moves, changes of suppliers etc.
5.2 To manage and maintain office and communication systems to ensure the smooth running
of the office and the safety of staff.
5.3 To maintain office equipment and supplies / stationary at an appropriate level.
5.4 To research & purchase new office equipment as requested.
6. General tasks
6.1 To work to deliver a service which is sensitive to the different needs of black & minority
ethnic clients, lesbians and gay men and disabled people, and which does not
discriminate on grounds of age, class, religion, HIV status or offending background.
6.2 To abide by Connection's health & safety and confidentiality policies, and all other policies
and agreed systems.
6.3 To take responsibility for meeting targets and deadlines according to agreed work plans.
6.4 To carry out, within reason, any other duties necessary to the smooth running of the
project.
May 17