Office Administrator and Enquiries Officer

General responsibilities

Administration

• Assisting small team, including Director and Educational Services Manager
• General administrative support to the office
• Booking travel and accommodation
• Managing diary appointment system using Microsoft Outlook
• Responsible for setting up and running special events eg seminars and conferences including sourcing and booking venues
• Answering phones and acting as the first point of contact handling telephone calls with sensitivity and confidence
• Meeting and greeting visitors and clients
• Ensuring that the individual information management systems are up to date for projects and helpline and counselling service and being able to generate statistical reports required for monitoring reports
• Keeping up to date relevant mailing lists
• Producing and preparing publicity material
• Registering OCN groups for the project Officers and printing Recommendations for the Award of Credit (RAC) forms when necessary
• Liasing with bookkeeper and preparing all relevant information for management accounts on a monthly basis
• Maintaining accurate records of all monies received and ensuring that they are banked on a regular basis
• Keeping petty cash and reconciling monthly
• Keeping accurate records of Visa transactions and accounting for entries on bank statements
• Recording all post and sending all relevant HR forms monthly.

Sexual Health Information Service (SHI)

·      Providing accurate information and advice on contraception, sexually transmitted infections, reproduction and other aspects of sexual health to the public and professionals via the telephone or visitors to the office using information within specified FPA resources.

·      Keeping own sexual health knowledge up to date and work within agreed boundaries, referring or sign-posting on enquiries where appropriate.

·      Responding to enquiries accurately, in a non-judgemental manner and in line with FPA’s helpline confidentiality statement.

·      Managing the appointments and preparing the relevant paperwork for the counselling service, extracting relevant information from client records and entering onto the counselling service Information Management System

·      Maintaining the SHI Information Management System and compiling internal reports for the SHI and quarterly Public Health Agency reports.

·      Receiving and recording fees from clients for counselling sessions.

·      Maintaining and updating the clinic information and FPA leaflets and other resources.

·      Assisting in promoting SHI and the unplanned pregnancy counselling service.

Support Services.

·      Liaising with the Operational and IT Manager to manage the Belfast computer system, including loading software, maintaining the network, ensuring no unauthorised material is installed and to manage the daily back-up.

·      Assisting in the setting up and inducting of new staff on PCs/telephones and help staff with their IT knowledge and skills.

·      Liaising with cleaning, maintenance and other service suppliers.

·      Responsible for the maintenance of all office equipment and stationery stocks.

Other responsibilities

·      Carrying out other duties from time to time as requested by the Manager.

·      Being aware of  FPA's Equal Opportunities Policy and to ensure that the policy is reflected in all aspects of the post holder’s work.

Person Specification

Qualification

1.      5 GCSE’s (grade A-C) to include English language or equivalent level

2.      RSA / CLAIT level 2 or above or equivalent

Experience 

1.      Providing similar administrative support and dealing with a variety of different tasks.

2.      Two years experience of giving accurate confidential or sensitive information or advice over the telephone or in person.

3.      IT software including Microsoft Word, Excel and Powerpoint

Knowledge

4.      Good knowledge of Microsoft applications.

5.      Good knowledge or a keen interest in sexual health and reproduction

Skills

6.      Pro-active with the ability to prioritise, organise, use own initiative and problem solve.

7.      Good organiser with a methodical approach and excellent attention to detail.

8.      Excellent interpersonal skills, a good listener and ability to deal with people under stressful situations.

9.      Understanding of IT systems and ability to trouble-shoot problems.

Other

10. Support the aims and objectives of FPA.