JOB DESCRIPTION

Job Title: Temporary Administration Officer –- Day Camps Department: Business Resource Centre Responsible to: Business Resource Centre Supervisor Location: NVAC Mansfield Road, Nottingham Hours: 37.5 hours per week with potential over time Salary: National Minimum Wage End date: To end either on or before Friday 8th September 2017

Job Purpose  To ensure the smooth, timely and efficient administration of the Business Resource Centre (BRC) by providing administrative support for current BRC projects with an emphasis on Day Camps Administration.  To handle day to day correspondence, emails and telephone calls including sending out letters, emails and gaining & logging feedback from customers.  To provide a professional and friendly service to both our internal and external customers.  To support the development of an organisational culture that puts our Christian Core Values – Caring, Honesty, Respect and Responsibility - at the centre of all we do.

1 Principal Responsibilities 1. To be responsible for the provision and delivery of an efficient and professional administration service for the BRC in line with current projects. This may include, but won’t be limited to supporting Day camp bookings, Outdoor services, Childcare, Housing and Youth services. 2. To provide high quality customer service over the telephone, electronically and face to face. 3. To input customer data and ensure accurate and efficient data management of client databases. 4. To perform general administrative duties including making and receiving telephone calls, meeting and greeting customers and visitors, photocopying, dealing with enquires, booking appointments, booking places on programmes, taking messages, filing, booking and arranging meeting rooms, taking payments, ordering stationery, handling cash and invoicing. 5. To handle day to day correspondence, emails and telephone calls including sending out letters, emails and other information. 6. To support colleagues, temporary workers, apprentices and trainees to ensure their proficiency in administrative duties. 7. To represent and promote Nottinghamshire YMCA positively at all times including attendance at internal and external meetings.

Nottinghamshire YMCA Page 1 of 4 June 2017 Temp Admin Officer - BRC HR Job Description/Person Specification Responsibilities of all YMCA staff, casual workers and managers 1 Ambassador for the YMCA To act as an advocate and ambassador of the YMCA; promoting and exemplifying the YMCA’s core values, mission, vision, and ethos and to positively and proactively protect the YMCA’s reputation.

2 Other Duties To undertake any other duties and responsibilities as may be assigned by your Line Manager or anyone else designated by the Chief Executive Officer, as necessary. To work in a flexible way to ensure that workload is completed and to undertake any other jobs commensurate with the seniority of the post.

3 Discretion to Act To exercise discretion in the performance of the duties of the post, to use best practice and to ensure the effective and efficient use of resources.

Nothing in this Job Description is intended to authorise the post-holder to undertake responsibilities that belong properly to trustees and members of the Executive Management Team unless properly authorised to do so by the Chief Executive directly or through an appropriate manager.

4 Relationships and Confidentiality To establish, maintain and enhance team-working with colleagues and staff of Nottinghamshire YMCA and to keep confidential all information about individuals and the business of Nottinghamshire YMCA. Any breach of confidentiality will be treated seriously and may lead to dismissal.

5 Association Ethos To support the Christian ethos and core values of the Association. The Association is committed to equality of opportunity and expects all staff and casual workers to abide by our Equality and Diversity Policy.

6 Health and Safety To adhere to the Association’s Health and Safety policies at all times.

Line Management Responsibility: No direct line management responsibilities but the post holder will be expected to supervise temporary staff, apprentices, work experience trainees etc as required

Nottinghamshire YMCA Page 2 of 4 June 2017 Temp Admin Officer - BRC HR Job Description/Person Specification PERSON SPECIFICATION

Please ensure that you address all the requirements marked with an “A” in the final column as we will be looking for this information when Shortlisting Job Title: Temporary Administration Officer Criteria Requirements *How Assessed Experience 1.1 Demonstrable experience of working in an A, I, T administrative role using Microsoft Word, Excel, Outlook and Access to high level in a busy work environment 1.2 Excellent customer service experience – dealing A, I with enquiries and complaints face to face, in writing and over the telephone 1.3 Demonstrable experience of effective and A, T accurate data management Education / 2.1 Good level of education (literacy, IT and A, Training / numeracy) Qualifications 2.2 Motivational Interviewing training (desirable) A, I 2.3 Customer Care or Administration NVQ 2 or above (desirable) Skills & Abilities 3.1 Ability to work quickly with a high degree of T accuracy 3.2 Ability to handle interruptions professionally and A maintain concentration 3.3 Excellent and highly professional communication A, I, T skills verbally (face to face and over the telephone) and in writing 3.4 Ability to work alone using own initiative and as I part of a team 3.5 Ability to demonstrate excellent organisation, A administrative and time management skills 3.6 Ability to work professionally with confidential and A, I sensitive information and have a good understanding of the Data Protection Act 3.7 Ability to manage own workload and prioritise I accordingly. 3.8 Able to demonstrate a flexible approach to I working. Other work related 4.1 Ability to support the Christian core values of the I requirements Association 4.2 Willingness to undergo a satisfactory enhanced D DBS check, or be subscribed to the DBS Update Service.

Nottinghamshire YMCA Page 3 of 4 June 2017 Temp Admin Officer - BRC HR Job Description/Person Specification 4.3 Understanding of the needs of people from A, I diverse cultural, social and racial backgrounds 4.4 Ability to work flexibly A, I

*When Assessed – (A) on Application form, (I) At Interview, (T) During Test, (D) From Documentary evidence e.g. references, qualifications (relevant qualifications will be checked at the interview stage), driving license etc

Nottinghamshire YMCA is committed to promoting diversity and practicing equality of opportunity

Nottinghamshire YMCA is committed to the protection of children and vulnerable adults

Nottinghamshire YMCA Page 4 of 4 June 2017 Temp Admin Officer - BRC HR Job Description/Person Specification