Administration Assistant

Job content

Role: Administration Assistant

Salary: £20k - £22k

Hours: 30 hours (10.00am to 5pm)

Location: Orpington, Greater London, (office based)

Background

We are looking for an Administration Assistant to support the leadership team in all key administrative task of running an effective not-for profit organisation. We are looking for individuals who are compassionate to other people needs and take pride and joy in their work. The key responsibilities include, but not limited to below;

Diary Management

· Manage the requests for appointments, ensure only approved appointments by leadership are booked in the diary

· Ensure all appointments are diarised in the office diary and outlook

· Remind leadership daily of appointments scheduled for that day and the following day

Telephone

· Answer the telephone courteously, with clarity, people can hear your heart from your voice.

· Always use the scripted response on the phone.

· Ensure all key contact details are captured when booking appointments as detailed in the manual.

Emails Management

· Check inbox frequently and respond to emails within 48 hours

· Ensure any IT issues are reported to the external IT support team.

· Delete Spam to maintain good data management

Finance Administration

· All Invoices must be scrutinised for accuracy

· Ensure all outstanding liabilities are paid timely, invoices to be paid on or before due date and other payments as and when due for payment.

· Ensure that all payments have been duly authorised with the fund request form completed accurately

· Obtain necessary approvals from Leadership team and trustees.

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Other Admin tasks

· Update excel spreadsheet for all first timers emails every Monday morning

· Ensure database are completed for new visitors with date of visit every Monday

· Co-ordination of the bi-monthly membership classes

· Co-ordination of monthly celebration, ensure all key information is captured

· Responsible for stationery orders and invoice management, ensuring the necessary paperwork and processes are completed in line with organisation policy and procedures

· Ensure the utilities readings are completed monthly and submitted to relevant suppliers and that all utilities invoices paid timely

Other general tasks

· Responsible for ensuring that the office is kept clean and tidy at all times

Qualifications

· Foundational GCSEs and College level qualifications in Maths and English

· Excellent written and communication skills

Job Type: Full-time

Salary: £20,000.00-£22,000.00 per year

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Orpington: reliably commute or plan to relocate before starting work (required)

Education:

• A-Level or equivalent (required)

Experience:

• Co-ordination of meeting planning: 2 years (required)
• Office admin duty: 2 years (required)

Work Location: In person

Reference ID: ET290420231650