Job Description

Main Purpose of Job

• To develop and maintain effective administrative systems for the Trust.
• To provide a professional and proficient administrative support service to the Trust Management Team.
• To provide financial management support to help the efficient and effective management of the Trust.

Key Accountabilities

1. Using IT based office systems (Microsoft Outlook, Excel, Word, Access, PowerPoint, Sage and other databases) to provide administrative support to the Trust Management Team and to the Trustee Board.

2. Assisting the Trust CEO in budget monitoring and making payments to suppliers.

3. Undertaking minutes of meetings & meeting management including evening Board, Staff and Partner meetings.

4. Reviewing policies and procedures and advising on those that are out of date or need updating.

5. Developing office administrative systems and regularly reviewing the effectiveness of filing and administration systems and introduce improvements where appropriate.

6. Assisting with the printing, collation and dispatch of documents and publications.

7. Arranging and organising meetings (i.e. arranging room and refreshments, preparing agendas and minute taking).

8. Undertaking general office duties as required, including reception duties and dealing with telephone enquiries, ordering of office supplies, distribution of post (incoming and outgoing), photocopying, filing, faxing etc.

9. Providing recruitment support such as advertising, response handling and undertaking DBS checks.

10. Working with the Communications and Engagement manager update and maintain the Creation Trust website & publicity materials.

11. Manage and oversee financial systems including petty cash & assist the Trust CEO with audit preparation

12. Managing casual staff and contractors where appropriate

13. Managing the bookings and maintenance requirements of a portfolio of meeting rooms and properties in the SE17 area

14. Undertaking any other duties commensurate with the role that may be necessary to meet business needs. This may include attending evening meetings from time to time.

    Appointment will be subject to satisfactory pre-employment checks including a DBS check.

PERSON SPECIFICATION – ADMINISTRATIVE OFFICER

Knowledge and Experience

Experience of providing administrative support to a senior management team within an office environment, ideally within the not for profit or statutory sector & across multiple sites

Experience of drafting correspondence, reports, mail merge, slides/presentations and creating simple databases.

Educated to A level standard or equivalent with

SAGE experience

Skills

Organising and planning skills with the ability to manage and prioritise workload without close supervision and meet tight deadlines

Good interpersonal and communication skills with the ability to use a range of communication tools

High level of IT proficiency including knowledge of Microsoft products with the ability to carry our administrative tasks to a high level of accuracy and quality

Ability to arrange and develop office systems

Ability to research and analyse information

Personal Qualities

Committed to the values of the Trust including understanding equality of opportunity and valuing diversity

Enthusiastic, flexible and reliable with good attention to detail

Self-motivated, conscientious and able to use own initiative

Works collaboratively and committed to working with others to achieve results.