Disclaimer: I understand that if I want a policy that reflects the latest legislation and is appropriate to my organisation, I will seek

specialist legal advice. Policies, job descriptions and person specifications are intended for guidance only and do not act as a substitute for professional advice. I understand that if my organisation decides to rely on a document obtained from the NCVO's HRBank, it does so at its own risk. JOB DESCRIPTION Job Title: Salary: Hours of Work: Responsible to: Responsible for: Job Purpose: A. To provide administrative and clerical support to the XXX Legal and HR Advice Service project. To support the co-ordinator to ensure the effective delivery of the project at a sub regional level. B. To provide administrative and clerical support to the Head of Business Development for the Human Resources needs of XXX. Main Duties and Responsibilities: XXX Legal and HR Advice Service project 1. To develop and maintain office systems (computerised and paper based) to meet the needs of the project. 2. To maintain financial and output related monitoring and reporting systems to meet the needs of the funders and of the project. 3. To ensure the timely flow of information between partners, to include financial and output related information to enable monitoring returns to be compiled by the co-ordinator on behalf of the project. 4. Maintain relevant databases, consistent and compatible with XXX systems. 5. To service and support meetings of the XXX Legal and HR Advice Service and of the project team, including taking and circulating minutes. 6. To contribute to the development and distribution of publicity about the project. 7. To respond to requests for information about the project. 8. To keep records of enquiries made to the service and to ensure that referrals are forwarded appropriately to advisors across the sub region. 9. To contribute to the organisation and running of events related to the project. 10. To identify and undertake continual personal and professional development. 11. To undertake any roles or tasks that are consistent with the level of the post and fall within the scope of the role thereby ensuring that the overall business and operational priorities of the project are delivered in a timely and effective manner. HR Administration 1. To provide administrative support to assigned activities within the Human Resources; to include Producing letters, reports and spreadsheets for Human Resources
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Administration Assistant Scale 3 35 hours, Monday to Friday 9.00 16.30 Head of Business Development and HR and Legal Co-coordinator NA

Establishing and maintaining filing and other office systems as appropriate Organising and servicing meetings and taking minutes as required Ordering and maintaining office supplies and stationery Act as a first point of contact/liaison where necessary, either in person or via the telephone or email Developing and maintaining Human Resources (IRIS) data bases as required

2. Contribute to the organisation of events planned by XXX. 3. Raise invoices and record, monitor and maintain financial information as required. 4. Participate in training courses as required. 5. Assist in cross team administrative duties and provide support to other activities in the absence of staff and at peak times (e.g. reception cover, mailings). Whilst every effort has been made to outline all the main duties and responsibilities of the post, a document such as this does not permit every item to be specified in detail. Also the post holder may, from time to time, be asked to undertake other reasonable duties commensurate with the grading of the post. In addition to undertaking the duties as outlined above, the post holder will be expected to fully adhere to the following: 1. Equality Act in accordance with the organisations Equality Policy, which is designed to prevent discrimination of any kind, and ensure equality of opportunity is a key principle that is continually embraced. Operational Ensure that all duties are carried out in line with the organisations health and safety, operational, performance management, personnel, data protection, and financial regulations policies and procedures. Corporate Image Adopt a professional image at all times. Confidentiality Maintain absolute confidentiality with regard to the organisations information and procedures.

2.

3. 4.

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XXX PERSON SPECIFICATION Job Title: ADMINISTRATOR Essential Desirable Method of Assessment

Personal Skills/Characteristics 1. Experience a) Experience of a wide range of office administration activities. b) Organising and servicing meetings. c) Organising conferences and events. d) Developing and maintaining information recording and retrieval systems. e) Raising invoices and budget monitoring. f) Keeping Human Resource records, sickness, holidays etc

AF/I/R

AF/I/R AF/I/R AF/I/R

AF/I/R AF/I/R AF/I/R

g) Experience of dealing with the public and service users 2. Qualifications & Training a) Experience in a related post and able to demonstrate competence to undertake the duties required. b) NVQ II Administration or equivalent. c) RSA II Word Processing. d) GCSE in Maths and English (grade c or above) or ability to demonstrate literacy and numeracy skills. 3. Special Skills/Knowledge a) Competent user of Microsoft Office package (e.g. Word, Excel and PP) b) Ability to set up and maintain information databases. c) Ability to deal with all enquiries efficiently and effectively and sign post enquirers to other services where appropriate. d) Ability to accurately record and produce minutes of meetings

AF/C

AF/C AF/C AF/C

AF/I/R

AF/I/R

AF/I/R

AF/I/R

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4. Personal Qualities a) Ability to organise, plan and prioritise on own initiative, including when under pressure and meeting deadlines. b) Good written and oral communication skills. c) Ability to work flexibly and enthusiastically within a team or on own initiative. d) Drive and resilience. e) Knowledge of and commitment to equal opportunities. 5. Personal Circumstance a) Willingness to work flexible hours when required to meet work demands. b) Occasional attendance at meetings outside normal working hours. 6. Physical Requirements I I AF/I/R

AF/I/R AF/I/R AF/I/R

AF/I/R

Key: AF = Application form. I = Interview. R = Reference. T = Test. C = Certificate

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