Administrator

Summary of Position

We are seeking an individual to provide support to the Programme Manager in the area of Skills For Life & Work administration.  

Core Duties and Responsibilities

• General office duties involving welcoming and directing visitors, managing incoming calls, scheduling meeting rooms, recording meeting minutes, and handling tasks such as scanning and photocopying.
• Manage the receipt, processing, updating, and filing of program documentation, as well as maintain and update information within networked systems.

General Duties

• Adhere to Clanrye Group’s ‘Code of Conduct’ maintaining confidentiality, professionalism and quality standards across all work practices and interactions.
• Perform job duties in compliance with Clanrye Group’s policies and procedures to include adherence to equal opportunities, health and safety legislation and data protection requirements.
• Demonstrate commitment to Clanrye Group through the completion of all tasks allocated by attending staff and development opportunities to ensure that professional competency is maintained.
• Ensure that all safeguarding procedures are followed as outlined in Clanrye Group’s safeguarding manual.

Person Specification

(E = Essential, D = Desirable) 

Competencies

• Has a person-centred approach to staff and participants (E)
• Embraces change and drives continuous improvement (E)
• Provides a high-quality service to all service users (E)
• Has ability to work in a busy office environment (E)

Technical competencies (qualifications and training)

• Good standard of Education to include Maths and English at a grade C or equivalent. (E)
• Good IT skills – to present data using Microsoft packages or suitable alternative (E

Experience

• A minimum of 2 years’ experience in an administrative capacity and front of house.
• Proven experience of working with young people with a disability or health condition and families from disadvantaged backgrounds. (E)
• Highly competent in using ICT with excellent working knowledge of MS Office Suite to include Sharepoint, Outlook, Word, Excel, PowerPoint. (E)
• Experience of meeting administrative deadlines (E)

Skills and Attributes

• Highly organised professional with evidence of planning and scheduling skills (E)
• Ability to influence in a difficult and /or complex environment (E)
• Ability to work flexibly to cope with the varying demands of the role and achieve desired results (E)
• Ability to work on own initiative and as part of a team (E)
• Excellent time management and the ability to prioritise a workload (E)
• Ability to effectively prepare reports showing progress on KPI’s within the timeframes set (E)
• Ability to manage a busy workload and prioritise to ensure all requirements are met (E)
• Ability to complete all paperwork, trackers and reports timeously (E)

Personal qualities, communicating and relating to others

• Flexible, adaptable and innovative (E)
• Excellent interpersonal and communication skills both verbal and written skills (E)
• Quick learning (E)

Safeguarding

• Be able to display an awareness, understanding and commitment to the protection and safeguarding of children, young people and adults. (D)
• This post requires an enhanced Disclosure and Barring Service check (E) nidirect.gov.uk/articles/regulated-activity-vulnerable-groups

Other

• Access to transport to carry out the duties of the post (E)

Employee Benefits

The successful post holder will avail of the following benefits:

• Holiday Arrangements: 20 working days per year rising to 25 after a period of 2 years’ service plus 12 statutory days (holidays for part-time roles will be calculated on a pro-rata basis).
• Length of service awards: For those employees who have served for 10 years or more an additional day’s holiday will be granted for each year of service thereafter up to a maximum of 5 additional days.
• Flexible Working Hours:  To accommodate personal circumstances, working day to be agreed between line manager and employee and in line with policy.
• Pension: Employees are able to join the pension scheme under the new Auto Enrolment Government Scheme. 
• Sickness Arrangements:  After 6 month’s service, full pay up to 20 working days. Half pay for a further 45 working days.  At the conclusion of this period Personal Health Insurance may realise sick pay at 75% of full pay for a period of up to 3 years (subject to the ruling of the PHI Insurers and Clanrye Group).
• Enhanced Family Friendly Rights:  Maternity and paternity leave in accordance with current statutory requirements.
• Wellbeing Hour:  A ‘wellbeing hour’ – one hour’s paid leave per week to partake in a wellbeing activity to help maintain own mental and physical health, to be agreed by line manager.
• CPD:  Opportunity to develop and enhance knowledge and skills through Continuous Professional Development.
• Birthday:  Paid leave on day of birthday or on the following Monday if it falls at the weekend.