Juno Women’s Aid POST TITLE Business Support General Assistant

juno women’s aid post title business support general assistant location juno women’s aid responsible to head of finance & business s

Juno Women’s Aid
POST TITLE Business Support General Assistant
LOCATION Juno Women’s Aid
RESPONSIBLE TO Head of Finance & Business Support
HOURS 30 hours per week over 5 days Mon - Fri
PAY NJC Scale Point 15, £18,795 pro rata £15,239
JOB PURPOSE
===========
Responsible for the day-to-day general administration of the
organisation, and supporting all staff team. To act as the main point
of contact for visitors and callers, including reception duties and to
provide administrative support the organisation. To assist the finance
and HR teams with general administrative tasks as and when required.
PRINCIPLE DUTIES AND RESPONSIBILITIES
=====================================
1.
Develop and maintain administrative systems within the
organisation to ensure smooth running of the office. Including
letters of thanks to people who donate to Juno and scanning of
documents.
2.
Responsible for incoming and outgoing post including redirection
and dealing with general correspondence. Filing, photocopying,
scanning, faxing, ordering stock and checking deliveries, basic
housekeeping duties and other general administrative support to
other workers.
3.
Use a variety of computer packages to produce accurate, well
presented documents and reports as required. Be prepared to minute
meetings, obtain authorisation, and then distribute.
4.
Create ID badges for all staff.
5.
Support the organisation in ensuring the maintenance of all Juno
premises including health and safety issues, carrying out monthly
H&S checks, including maintaining first aid supplies across all of
Juno sites.
6.
To arrange, co-ordinate and ensure the PAT testing of all
electrical equipment is completed in line with legislation.
7.
Be responsible for reception duties which include dealing with
enquiries and taking messages in person, by telephone, email and
fax. Handling these enquiries with sensitivity and confidence
using initiative as required to resolve or action those matters
not requiring specialist expertise. Updating the global address
book in Outlook.
8.
Organising internal meetings, external meetings and events, travel
arrangements, room bookings and refreshments. This will include
collecting items from around the city centre, setting up rooms,
ensuring relevant supplies are available. Printing and
distributing documents in a timely manner.
9.
Ensure all equipment, stationery and general supplies are obtained
from the most cost effective sources inline with Juno requirements
and that stock levels are monitored and maintained.
10.
To handle petty cash in the absence of the finance team.
11.
Be aware of the requirements of GDPR and other legislation,
ensuring confidentiality of information in respect of records
maintained and tasks undertaken.
12.
To undertake appropriate in-service training as identified by self
and line manager and to keep up to date with issues relating to
domestic violence.
13.
To comply with Juno Equal Opportunities statement of intent and
practices at all times and to ensure effective implementation of
anti-oppressive practice throughout the organisation.
14.
To abide by the Aims and Objectives of Women’s Aid Federation
England of which the organisation is a full member.
15.
As required by Health and Safety at Work legislation, to take care
of one’s own health and safety and that of other employees and to
ensure that the organisation complies with it’s statutory duties.
16.
To attend meetings and produce concise minutes and actions.
17.
Any other tasks/duties as requested by line manager which will
fall within the general responsibility and grade of this post.
Person specification – Business Support General Assistant
AREA OF RESPONSIBILITY
REQUIREMENT
MEASUREMENT
A
I
T
D
1 Administrative and Clerical
Able to record and précis information produce minutes and letters.
√
√
√
Ability to maintain manual and computerised systems.
√
√
√
Ability to work within strict procedural guidelines.
√
√
Ability to touch type or fast typing skills
√
√
√
2 Communication
Ability to communicate effectively verbally and in writing.
√
√
√
Sensitive to the needs of service users.
√
√
Able to grasp complex information in verbal and written form.
√
√
√
3 Confidentiality
Ability to maintain confidentiality.
√
√
Ability to deal with stressful situations and disturbing information.
√
√
4 Teamwork
Experience of working as an effective team member.
√
√
5 Initiative
Ability to work on own initiative.
√
√
√
Prioritising and organisational skills
√
√
√
Experience of working within a busy environment.
√
√
√
6 Information Technology
Ability to use information technology e.g. word excel, powerpoint,
databases, internet, social media and email.
√
√
√
7 Equalities
A commitment to Juno’s equality and diversity policy.
√
√
8 Other
A willingness and ability to attend meetings in places outside Juno
√
√
9 DBS
Must have enhanced DBS clearance
A –Application T – Test I – Interview D -Documentary Evidence