Project Administrator with HR Responsibilities

Key responsibilities:                 

1. Reception
2. Administration of record keeping
3. Finance
4. General Administration
5. HR responsibilities

Key Activities

1. Reception

• To provide or assist in providing telephone and reception arrangements which are welcoming to children, young people, families and individuals.  This involves applying sensitive listening skills and providing a calm influence, particularly when users are agitated possibly angry and confused – and will require accurate feedback of any remarks or actions to appropriate staff where the post holder has cause for concern.
• Process incoming and outgoing mail and deal with deliveries.
• Maintain Reception and waiting areas in a clean tidy and welcoming condition.
• Maintain a diary of events, meeting and the locations of staff as required.

2. Administration

• To develop and maintain records, both electronically and manually.
• To update attendance records via an electronic or paper system.
• To update and maintain records of service user’s attendance and outcomes
• To produce statistical reports as required including generating reports from the electronic registration system.

3. Finance

• Ensure payments are made as appropriate and deal with any queries arising if required
• May be responsible for administering and reconciling petty cash floats as required.

4. General Administration

• Arrange meetings and take minutes when required including the circulation of minutes and associated papers.
• Arrange appointments as required
• Provide cover as required
• To provide general administrative support as required, including opening and closing the building.
• Provide administrative support as required.
• Any other duties commensurate with the grading and as required by Senior Management.

5. HR responsibilities (training will be provided if candidates have no HR experience)

• Management of volunteers and trainee counsellors
• Data Entry and Record Keeping:
• Maintain accurate and up-to-date employee records, including contact information, job classifications
• Scheduling and Calendar Management
• Coordinate meetings, schedule interviews for prospective hires, ensuring efficient use of time and resources.
• Document Preparation and Management:
• Prepare, organise, and store HR documents, such as new hire paperwork, policies, and procedure manuals, ensuring they are accessible and up to date.
• Communication Support:
• Assist in distributing internal communications, handle routine correspondence, and respond to basic HR-related queries from staff.
• Assistance with Recruitment Processes:
• Help post job ads, collect CVs, and perform initial screening of candidates to facilitate the recruitment process for HR managers.

In order to be considered for this role, please complete the Employer application form, CVs will not be accepted.  Please refer to the Person Specification for the demonstrable requirements of this role.  This Job description and Person Specification reflect the duties of the post as they exist at this time and may be subject to change based on the needs of the organisation.  The post-holder may be required to undertake other duties commensurate with the salary and competence requirements of this post from time to time as required.

NB. All candidates must have access to a car for the purpose of this role

Pre-employment checks will be required for the role.

We are an equal opportunities employer