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Re: Sessional Administrative Assistant - Job Ref: 8553

Thanks for your interest in the above position and for working with us to make every day better for everyone affected by sight loss.

Our application pack consists of:  an application form  a job description and person specification  our values and behaviours  an equal opportunities monitoring form

If you’d like this pack in large print, braille, or audio CD, just let us know. If you’ve a disability and want help in filling in the form then please contact me at least three days before the closing date and we’ll be glad to help you.

We only accept CVs from applicants whose disability makes it difficult to complete an application form. All applicants however need to address the specific information we have asked for in the job advert.

Closing date for applications Monday 15th Feb 2016

Interviews will be held week beginning 22nd Feb 2016

If you’re able to, please complete and return your application form and the equal opportunities monitoring form by email to [email protected] .

Logo – RNIB supporting blind and partially sighted people Registered charity number 226227 However we’ll accept braille, audio, USB, typed and handwritten applications sent to HR Administrator, RNIB, Human Resources, 105 Judd Street, London WC1H 9NE.

We want to ensure as much of our resources as possible go towards supporting people with sight loss and therefore we don’t normally contact unsuccessful applicants individually.

If you’ve not heard from us within three weeks of the closing date, please assume your application has been unsuccessful on this occasion. However, we’d encourage you to apply for other suitable roles in the future.

Once again, thanks for your interest in this vacancy and for working with the Royal National Institute for Blind People.

Gayle Williamson Assistant Resourcing Business Partner [email protected] 0207 391 2257 RNIB Job description Job title: Administrative Assistant

Job level cluster: Support / Delivery

Job level: S2

Group: RNIB Charity

Section: RNIB Scotland

Unit: Visual Impairment and Learning Disability

Location: Kirkcaldy, Fife

Reports to: Pathway Service Coordinator

Purpose of job To provide administrative and reception support to both the management and staff team within Pathway.

Impact: No line management responsibility

Financial responsibility: No budget responsibility

Decision making responsibility: Understands requirements relating to own work area and uses this to improve outcomes Main accountabilities

1. Reception duties including dealing with incoming telephone calls and visitors as required.

2. Prepare and type correspondence, documents reports, minute's etc.

3. Assist in the preparation of publicity and marketing materials for the service including design and layout, in conjunction with relevant RNIB departments.

4. Organise diary appointments, meetings etc.

5. Maintain filing systems.

6. Offer support with systems that ensure that the building and its contents are maintained to registration standards, as directed by the manager.

7. Stock control to ensure an adequate supply of stationery and other equipment is available. Ordering of stock/materials in line with procedures and as authorised by line managers.

8. Administration relating to incoming and outgoing mail.

9. Reproduction and photocopying documents as required.

10. Support the manager/management team with financial tasks i.e. petty cash, updating of spreadsheets etc. 11. Maintain records in line with organisational requirements.

12. Attend staff and other meetings as required and minute as directed.

13. Attend induction and other training courses as required.

14. Work on occasions alongside volunteer administration staff sharing information systems.

15. Take account of Health and Safety issues and procedures within RNIB's policy guidelines.

16. Any other duties appropriate to the grade.

17. To adhere to all RNIB policies and procedures Person specification

All criteria are essential unless otherwise stated.

1. Specialist knowledge, skills and experience

1.1 Understanding of the importance of confidentiality within a service of Pathway's nature.

1.2 Experience of working independently in an office environment and familiarity with office equipment, systems and procedures including developing and maintaining a filing system, arranging meetings and taking minutes.

1.3 Experience of typing and formatting reports.

1.4 Ability to use a computer to undertake basic tasks, i.e. word-processing and inputting data onto spreadsheets.

1.5 Able to effectively use Microsoft Office applications – in particular Word and Excel.

Desirable

1.6 Knowledge of services available for blind and partially sighted people and people with multiple disabilities. 2. Planning and organisational skills Ability to organise time effectively, create work schedules, prioritise workload and meet deadlines.

3. Communication skills

3.1 Able to prepare own correspondence and draft more complex letters under the direction of the manager.

3.2 Ability to communicate effectively, both verbally and in writing, adapting style to suit the audience

4. Special conditions

4.1 Appointment is subject to membership of the Protecting Vulnerable Groups Scheme (PVG Scheme) and appropriate check.

RNIB will pay for this PVG membership at the cost of £59 in total. This includes a £41 personal registration element. Subject to all pre-employment checks and requirements being met, the cost of registration (£41) will be recovered from your initial salary payment as a net pay deduction.

4.2 Confidentiality - In view of the nature of the service and its users, the postholder is expected to maintain the highest level of confidentiality in all matters

4.3 Need to have an understanding of the needs of people with visual and multiple disabilities. 4.4 Willing to travel throughout the UK if required.

4.5 Willing to undertake training as necessary to update office skills. Behaviours

Deliver results  Shows Commitment to continuous personal learning and development which supports the delivery of outstanding service.

Engage customers  Prepared to go the extra mile to exceed customer expectations.

Engage others  Builds and sustains strong support relationships with colleagues and customers and others which engenders trust and respect and contributes to team and organisation’s profile and reputation.

Set direction  Demonstrates awareness of commercial and financial considerations.  Identifies opportunities for innovation and creativity which contribute to team’s goals and continued success.  Cooperates and is open to possibilities of change, responds positively to change and considers ways to implement and adapt to change.

Lead and inspire  Shows willingness to take responsibility for own action.  Remains calm and focused under pressure.  Displays resilience and takes a rational approach. Personal impact  Communicates clearly, concisely, accurately and appropriately to the audience.