Information Management Administrator

About Us: DTNI is a dynamic and innovative organisation dedicated to serving its network of members and empowering communities through ownership and social enterprise. Our key areas of focus are community ownership, community wealth building and community rights.  

Job Summary: The information management administrator plays a crucial role in ensuring the smooth functioning of our organisation. They handle various administrative tasks, manage data, and provide essential support to the team. You will be responsible for managing and processing data, ensuring accuracy and integrity with strong organisational skills. If you’re detail-oriented, organised, and enjoy multitasking, this might be the perfect role for you.  

Responsibilities: 

1. Information Management: 

• Maintain accurate records, databases, and spreadsheets by collecting verifying and entering data into our systems. 

• Organise and categorise data for easy retrieval. 

• Maintain contact lists. 

• Generate reports and analyse data as required. 

• Identify and correct data discrepancies and errors. 

2. Office Management: 

• Keep the office environment organised and efficient. 

• Assist with general office duties including answering phones, managing e-mails and scheduling appointments. 

• Order office supplies, book venues for events including catering and some UK and ROI travel when necessary.  

• Organise and maintain filing systems both electronic and physical. 

• Prepare and distribute correspondence to board members and stakeholders.   

3. Meeting Support: 

• Schedule and organise meetings, including booking rooms and arranging necessary resources. 

• Prepare meeting agendas and distribute materials. 

• Take minutes during meetings and circulate them afterward. 

• Assist with document preparation (e.g., reports, presentations). 

4. Invoicing and Financial Administration: 

• Record and track invoices, expenses, and payments. 

• Liaise with the finance department as needed. 

• Assist with budget tracking and reporting. 

5. Communication: 

• Draft and proofread emails, letters, and other communications when required 

6. Presentation of Data: 

• Create visually appealing presentations. 

• Summarise data for reports and presentations. 

7. Miscellaneous Tasks: 

• Handle travel arrangements for team members. 

• Support other staff members as needed. 

Essential Skills  

• Written Communication: The Information Management Administrator needs strong written communication skills. They will be composing emails, drafting communications, and possibly even writing reports. Proper grammar, clarity, and a professional tone are essential.  

• Verbal Communication: Effective verbal communication is vital. You'll interact with coworkers, managers, and clients. Whether it's answering phone calls, participating in meetings, or handling face-to-face conversations, being a good listener and using the right tone matter. 

• Organisation: You'll juggle multiple tasks simultaneously. Being organised helps you manage schedules, appointments, and paperwork efficiently.  

• Time Management: Prioritising tasks and meeting deadlines is key. You'll handle various responsibilities, so time management ensures nothing falls through the cracks. 

• Attention to Detail: Accuracy matters. Whether it's proofreading documents, managing data, or organising events, paying attention to details prevents errors. 

• Problem-Solving: You’ll encounter challenges regularly. Being resourceful and finding solutions—whether it's a scheduling conflict or a technical glitch—is essential. 

• Technology Proficiency: Familiarity with office software (like Microsoft Office Suite) is crucial. Use of a CRM is desirable. You'll create documents, spreadsheets, and presentations. Adaptability to new tools is a plus. 

• Customer Service Even if you're not in a customer-facing role, providing excellent service to colleagues and clients matters.  

• Multi-Tasking: You might be answering calls while organising an event and updating spreadsheets. Being able to switch gears seamlessly is valuable 

• Confidentiality: You'll handle sensitive information—employee records, financial data, etc. Maintaining confidentiality and discretion is critical. 

Qualifications  

Education and Experience: 

GCSEs or Equivalent: Having good GCSE results (especially in English and Maths) demonstrates foundational knowledge. 

Relevant Certifications: Consider certifications related to office administration or management skills. For instance, the European Computer Driving Licence (ECDL) or similar qualifications. 

Soft Skills: 

• Communication: Clear communication—both written and verbal—is crucial.  

• Organisational Skills: Keeping things running smoothly requires excellent organisational abilities. 

• Time Management: Prioritising tasks and meeting deadlines is essential. 

• Problem-Solving: Resourcefulness helps tackle challenges effectively. 

• Adaptability and Flexibility: Office environments can change rapidly. Being adaptable and open to new processes is valuable. 

Additional Desirable Qualities: 

• Event Planning Experience: If you’ll be coordinating meetings or events, having event planning skills is a plus. 

• Basic Bookkeeping Knowledge: Understanding basic financial processes (such as recording invoices) can be helpful. 

JOBSTART IS OPEN TO 50-64 YEAR OLDS. If you are on UC contact your Work Coach via your Journal.

If you are in receipt of JSA, IS or ESA phone a Work Coach on 0300 200 7807. If you are 50-64 years old, do not have a work coach, unemployed, and not in receipt of benefits phone 028 90726788.