Operations Assistant - Communications

Job Description

Post:                      Operations Assistant – Communications

Location:               Lorne House

Reports to:            Operations Manager

Responsible to:      Executive Manager

Hours:                   35 hours per week

Salary Scale:          NJC Points 10-13 (£14,514-£16,191)

To provide a full customer services function to both internal and external users of Girlguiding Ulster and provide administrative support for Girlguiding Ulster staff and Committees.

• To promote Lorne effectively with new and existing customers with the aim of maximising Estate usage.

• To ensure that all who contact and/or use the facilities of Girlguiding Ulster are provided with a personal “customer focused” service

• To operate a computerised booking system and a web-based events system.

• To operate all Girlguiding Systems effectively including Go!, Join Us, Subscriptions and Access NI.

• To deal with telephone and email enquiries, respond appropriately and ensure follow up when necessary.

• To ensure all invoices & purchase orders are collated & forwarded to the Finance Officer and assist with lodgements, invoices and any other financial queries relating to the Operations Department.

• To take action if any situations arise through on site activities by providing emergency cover via 2-way radio during all activity sessions on site

• To deal with any queries/complaints  from any persons staying at Lorne and finalise accommodation payments or to prepare and issue invoices and receipts

• To provide ‘Welcome Talks’ to all groups booked into accommodation at Lorne – ensuring fire procedure information is covered and be responsible for checking that all buildings are correctly locked and alarmed before leaving Lorne Estate and liaise with the alarm company & resolve any alarm malfunctions.

• To work with other Operations team members to ensure core tasks are undertaken effectively

• To carry out general office duties as requested by the Operations Manager and the Executive Manager

• Encourage high standards in work, dress and conduct by own example.

• To undertake relevant training as requested and other duties as required which are compatible with this role

• Evening and weekend work will be required for this post as most projects and events take place outside of normal working hours.

• To actively promote Girlguiding Ulster both internally and externally.  To regularly update the Girlguiding Ulster and Lorne Estate websites.  To regularly update social media in line with Girlguiding’s policies.

• To produce regular e-newsletters for the membership. To liaise with the Retail Merchandiser to produce a regular shop e-newsletter to advertise upcoming promotions and new ranges of merchandise.

• Liaise with the Girlguiding PR Officer regarding local and national stories. To take part in teleconferences and attend PR trainings organised by Girlguiding.

• To provide admin support to Senior Section committees and task and finish groups.

• To co-ordinate the Millennium Volunteer Award scheme for Girlguiding Ulster. 

Person Specification

Criteria

Essential or Desirable

Skills

Computer literate, including experience of Microsoft Office

E

Excellent communication skills: Written skills to include the ability to produce documents suitable for a wide range of audiences and purposes Oral skills to include the ability to communicate clearly and concisely, both on the telephone and in person, with individuals and groups

E

Ability to work proactively and on own initiative

E

Ability to work as a team player and to ensure effective internal consultation

E

Ability to work with and relate to staff and volunteers at all levels within the Organisation and to deal professionally and persuasively with external contacts

E

Ability to work under pressure and to deadlines

E

Ability to work accurately and to pay close attention to detail

E

Numerate, with the ability to use Excel to produce graphs and charts based on data gathered

E

Qualifications

Minimum of 5 GCSE’s A-C including English and Maths or equivalent

E

Experience

Experience of drafting reports and presentations

D

Experience of working closely with volunteers

D

Knowledge

Knowledge of and interest in the development of girls and young women

D