JOB DESCRIPTION ILiS Project Administration Worker

SP2 (SCP19) £18321, pro rata 17.5 hours per week

Purpose of job

The Independent Living in Scotland Project (ILiS) is hosted by Inclusion Scotland. Inclusion Scotland is a voluntary organisation ran by and with disabled people and Disabled People’s Organisations (DPO’S). The ILiS project has secured funding from the Scottish Government to help make independent living for disabled people a reality. You can read more about independent living and about the project at www.ilis.co.uk.

We are recruiting an administration worker to support the ILiS project. The post will include a number of tasks to support the small ILiS team to deliver the busy and varied work plan.

We are looking for a committed and enthusiastic person with either a proven track record or able to provide other suitable evidence of a wide range of office administration skills. The admin worker will also need to be a resourceful and self-motivated and able to use their own initiative.

The post holder will be responsible to the ILiS project manager.

Main duties

1 Operate the project systems for accessing, storing, retrieving and disseminating information, documents, reports and correspondence.

2 Collate ILiS employment systems, including records concerning attendance, sickness and annual leave and provide these to Inclusion Scotland management as required. Also collate expenditure for staff support and produce claim forms for Access To Work (training will be provided on the latter).

3 Assist in arranging meetings, seminars and conferences, including sending out invitations and pre-event papers, receiving and noting RSVPs, booking and liaison with venues and suppliers (including support workers), shipping equipment etc to the event and organising return. Assisting at the event or meeting. Some travel may be required to attend and work at a number of these events. Note-taking will be required at meetings.

4 Carry out basic updates to the website, for example, uploading and removing text, documents and pictures. Training will be provided.

5 Keeping finance records up to date, issuing and receiving invoices and processing on ILiS systems and liaison with Inclusion Scotland finance lead to ensure that records are accurate and up to date. Reporting and resolving anomalies.

6 Update the ILiS project database which includes details of project contacts (on Access software). Producing reports, address labels and/or addressed letters to include contacts. This will mean using the database to run searches based on criteria provided by the project team.

7 Assisting with travel booking.

8 Set up and maintain stock records for project materials, publications, stationery and other products.

9 Support other members of the Inclusion Scotland team as required.

10 Undertake other tasks as defined by the ILiS Project Manager.