Administrator

REACT

(Reconciliation, Education and Community Training)

Administration Officer

JOB DESCRIPTION

The Administration Officer will operate as part of a team responsible for the effective and efficient delivery of the Youth Programme. The primary responsibility of the successful candidate will be to provide administration/financial assistance to the Youth Development Worker and other REACT staff as required.

JOB TITLE:  Administration Officer – Part Time 17.5 hours per week.

RESPONSIBLE TO:  Youth Development Worker  

TASKS AND RESPONSIBILITIES

The Administrator will:

• Provide administrative support to the Youth Development Worker in relation to the Youth Programme and as directed to other appropriate personnel.
• Be responsible for the maintenance of accounts and the submission of financial claims, income and expenditure reports to the Big Lottery Fund.
• Establish and maintain computer databases and records for all project participants, develop appropriate confidential filing systems, deal with public enquiries and set up an appropriate referral system for all project participants, etc.
• Take minutes of meetings in relation to this project and assist with the preparation of associated documents if required.
• Be responsible for the reception of visitors, switchboard duties and   photocopying in relation to this project.
• Assist with the organisation of programme activities and events.
• Have a flexible attitude to working evenings and weekends when required.

General

• Work as an active and integral part of the REACT team.
• Work with other staff on issues relating to REACT when appropriate to the effective delivery of the organisation’s strategic plan.
• Undertake such other duties as shall be required from time to time.

PERSON SPECIFICATION

ADMINISTRATION OFFICER

The following will be used as a basis for short-listing for the above post and candidates will be expected to demonstrate on their application forms that they meet the criteria.  The Management Committee reserve the right to use the desirable criteria for the purpose of short-listing if necessary.

ESSENTIAL

The applicant must have the following:

Education and Personal Development

a)     Recognised level 2 IT qualification e.g. ECDL, Clait, City and Guilds IT diploma

Skills, Qualities and Knowledge

Essential

b)     Proficiency in the use of databases and spreadsheets including Access and Excel

c)      Proficiency in the use of the Microsoft Office package including desk top publishing      

d)     Good listening and communication skills, both written and oral

e)     Ability to work independently and use initiative in the development of sound organisational procedures

f)        Good time management skills

g)     Ability to work under pressure, to deadlines and as part of a team

h)      Good knowledge of office procedures including filing systems, e-mail and internet services etc

i)        Proficiency in the use and application of office equipment including computers, printers scanners, photocopiers, faxes etc

j)        Ability to work with and accommodate different management styles   

k)      Tact and patience in dealing with the general public and colleagues

Experience

l)        Minimum 2 years experience of working in an office environment

m)   Experience of book keeping systems

Desirable

n)      Experience of processing salaries and wages

• o)     Experience of minute taking