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Business Administration Apprenticeship

Administration Assistant

Job description

We are recruiting a suitable candidate for the Business Admin Apprenticeship level to provide secretarial and administrative support to the Chief Executive and to maintain the general admin services at Community Foundation.


Community Foundation is a grassroots voluntary organisation supporting people in inner city areas to change their lives by improving their conditions and creating opportunities for people to reach their full potential. Community Foundation seeks to improve the quality of life of marginalised and hard to reach communities living in areas of multiple deprivation by setting up initiatives and supporting projects to develop communities to help themselves.


Training:

The post holder will have the opportunity to undertake an NVQ Level 3 in Business Administration.


Key Duties & Responsibilities:


Support the role of the Chief Executive:

  • Arrange meetings

  • Being proactive in reminding CE of meeting attendance and pre-empting needs for meetings - e.g. ensuring travel, paperwork, attendee lists, reports, files, pre meets etc are organised

  • Diary and email management

  • Co-ordinating travel itineraries, including providing detailed itineraries

  • Handle confidential information with complete discretion.

  • Screen telephone calls, e-mails and faxes and deal with them if they don’t need to be referred to another individual or department


Stationery & Office Environment:

  • Monitor organisation’s stationery stock levels.

  • Order general stationery and special orders online.

  • Refreshments

  • Maintain the tea and coffee supplies

  • Arrange refreshments and buffets for meetings when required.

  • Organise travel arrangements and accommodation for conferences and off site work visits


Administration:

  • Type and word-process various documents and electronic information.

  • Providing administration support to teams as required

  • Arrange and participate in meetings, conferences, and project team activities.

  • Interpret instructions and issues arising, and then implement actions according to administrative policies and procedures.

  • Administering annual staff leave, sickness and attendance reports.

  • Organising inductions for new starters in conjunction with HR.

  • Overseeing staff change forms and weekly attendance logs.

  • Maintaining staff contract records.

  • Manage, organise, and update relevant data using database applications.

  • Communicate and provide information by relevant methods internally and externally to assist and enable organisational operations and effective service to connecting groups.

  • Administrative support to all senior managers.

  • Maintain the CE’s Diary.

  • Organising and co-ordinating the meeting room diary.

  • Deal with general enquiries.

  • Book meeting rooms and organise working lunches for CE.


Office Management

  • Ensuring office, meeting room, kitchen, toilets are kept clean at all times and stocked up.

  • Ensuring visitors are welcomed and received and refreshments provided


Schedule:

  • Flexitime

  • Holidays

  • Monday to Friday


Education:

  • Bachelor's (preferred)


Experience:

  • office work: 1 year (preferred)


Job Types:

Full-time, Permanent


Pay:

Up to £184.80 per week


Benefits:

  • Casual dress

  • Cycle to work scheme

  • Free parking

  • On-site parking

  • Sick pay

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