Workforce Development Administration Assistant
Job Description and Person Specification
Context of role: Responsible to the Workforce Development Manager
Role purpose: To provide administrative, clerical and secretarial support
Hours: 16 hours per week
Salary: £15,920 FTE – pro rata
Closing Date: 10.00am Wednesday 13th November 2019
Interviews: Friday 15th November 2019
Job Description key work areas and tasks:
- Use photocopier, scanner, fax and other office machines as appropriate.
- Prepare any journals or other paperwork as required to support trainees.
- Maintain the filing system for storage and retrieval of documents, IT-based and hard-copy as required, in accordance with the bureau’s systems and procedures.
- Maintain leaflets, posters and forms, on-line and hard-copy as required.
- Maintain and order stationery supplies.
- Liaise with WDM to ensure supply and maintenance of required reference materials are readily available if needed.
- Receive applications from potential volunteers, acknowledge receipt and liaise with WDM on next steps.
- Support WDM in setting up Introduction and Induction Days.
- Send requests for references before Induction Days.
- Maintain Equality and Diversity statistics.
- Book trainees on external courses using the On Line Booking System.
- Monitor volunteers On Line end of Unit Assessments and report to WDM weekly on progress.
- Answer the telephone and refer calls or take messages. Send and respond to emails.Finance
- Receive and check volunteers monthly expenses and receipts electronically and forward to the finance office by the 5th of the month following.Other duties and responsibilities
- Abide by health and safety guidelines and share responsibility for own safety and that of colleagues.
- Carry out any other tasks which may be within the scope of the post to ensure effective provision, delivery and development of the service.
- Any other relevant administrative and support duties.
1 Previous administrative experience
2 Ability to monitor and maintain own standards.
3 Ability to work on own initiative, prioritise own work, meet deadlines.
4 Good interpersonal skills.
5 Written communication skills to level required for drafting correspondence, transcribing minutes
7 Skills in using Microsoft Word and Excel
8 Skills in using case management system (Data Base) – desirable.
9 Flexible approach and willingness to work as part of a team.
10 Ability to research, analyze, interpret and check information.
11 Numeracy to the level required to carry out the tasks.
12 Understanding of and commitment to the aims and principles of the Citizens Advice service and its equal opportunities policies.
Post expires at 10:00am on Wednesday November 13th, 2019