Maintain and Updatedata, Including Inputting to and Retrieval from Computer Systems

Job Description

Job Title: Administrative Assistant 32.5 hours p.w to March 2018 Grade: Band 3 £17,586 pro-rata Responsible to: Monkey Project Manager Responsible for: None

Role Purpose

The Monkey project is a partnership of housing and voluntary sector organisations in County Durham which supports tenants with better access to finance, fuel and furniture services.

The administrative assistant will provide day-to-day support to the Monkey project team including updating the database and website, handling invoices, answering queries, inputting data and supporting the smooth running of the project and partnership.

From March 2017 Monkey will be one of a number of organisations delivering services in Tyne and Wear as part of the Wise Steps project. Wise Steps helps people in Tyne and Wear to transform their lives with funding from the Big Lottery Fund and the European Social Fund.

Ten hours per week of the Monkey administrative assistant post will be spent supporting Monkey’s delivery of the Wise Steps project.

The administrative assistant will be based at the livin offices in Spennymoor, County Durham. The post holder will be required to attend occasional meetings in Tyne and Wear and in other parts of County Durham.

Duties

 Maintain and update data, including inputting to and retrieval from computer systems

 Set up and maintain appropriate computer and paper filing systems

 Attend and take minutes of meetings, deal with arrangements for Board and Steering Group meetings, compile and issue agendas

 Answer queries from the public and from partners, which are within the competence of the post holder, by telephone, e-mail, or through social media and act as first point of contact for the project, referring queries to others as appropriate

 Support the project teams to arrange events and training

 Deal with digital diary appointments

 Undertake word processing and assist in the drafting of documents

 Undertake financial processing tasks through liaison with livin’s finance department including raising purchase orders and dealing with invoices and petty cash

 Assist in data entry and support the project manager to report of performance measures

 Work with the project teams to ensure website, Facebook and Twitter communications are accurate and up to date

 Undertake photocopying, scanning and filing as required

 Ensure all communications, systems and record keeping comply with Wise Steps project requirements

 Maintain and ensure all monitoring and recording systems and business processes are kept accurate and up to date at all times

The main duties and responsibilities of the post outlined above cannot fully define the existing or future activities that the post holder will be responsible for. At any time of substantial change in the operating environment, these may vary without materially affecting either the character or level of responsibility. The nature of the post may require commitment outside of normal office hours, including working occasionally on evenings and at weekends when the needs of the project require.

January 2017

Person Specification

Experience

Relevant administrative experience in an office environment performed with high levels of accuracy and attention to detail

Experience of using standard applications to process, obtain and combine information including Microsoft Office, Excel, Word, mail merge, and databases

Experience of inputting data using IT systems

Experience of dealing directly with customers

Knowledge/Skills

Excellent organisational and administrative skills

Strong written and verbal communication skills

Confident using IT systems

Ability to use standard applications to process, obtain and combine information, including Office, Excel, Word, mail merge, and databases

Ability to work on own initiative or with others on tasks with minimum supervision

Ability to respect confidentiality

Commitment and ability to work effectively as part of a team

Education/Qualifications

4 GCSEs (or equivalent) at Grade C or above or NVQ 2/3 in Administration (or equivalent)