JOB DESCRIPTION: Office Administrator

Reports to Office Manager

Location Bristol (with some travel required)

Salary £18,853 – 21,258 pro rata (based on NJC pay scale points 20-24).

Length of contract 18.5 hours per week, days + hours negotiable

MAIN PURPOSE OF POSTThe Office Administrator will assist with the day to day running of central service office functions within Women’s Aid’s National Offices and provide administrative support to projects being delivered by Women’s Aid. With a varied range of responsibilities, this role will be crucial in keeping Women's Aid running efficiently.

DUTIES AND KEY RESPONSIBILITIES

1. IT and central resources

To provide support to staff on the use of telephone systems, computers, printers and other office equipment;

Supporting staff in the use of a wide variety of computer software; Acting as the first point of contact for Women’s Aid staff on all I.T. related

issues; Maintaining equipment by completing preventive maintenance, troubleshooting

failures, calling for repairs, monitoring equipment operation

2. Human Resources (HR) Support

To assist with keeping the HR management system up to date, including providing reports as required, and archiving as appropriate

To organise and oversee any recruitment administration in liaison with the relevant department head

To undertake all security checks on behalf of the organisation (e.g. the Disclose and Barring Service) for staff and volunteers as required and to ensure that the checks are updated

To ensure that the organisational diagrams and contact details for the staff team are up to date and regularly distributed internally

To provide direction and assistance to managers and other staff on Women's Aid's policies and procedures

3. Customer service

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To share in reception duties, ensuring a consistent response to all general callers and emails to Women’s Aid

To respond promptly and appropriately to all enquiries, referring them on to other Women’s Aid staff where necessary, according to current protocols and guidelines, and to keep a record of all enquiries and identify where new resources and information are required to respond effectively

To ensure that in-coming and outgoing post is dealt with promptly following internal guidelines

4. Central administration services

To maintain a bank of central information about the office systems, contracts and contacts

To maintain Women’s Aid’s information library and records To provide administrative support for Women’s Aid projects as required To support the organisation and delivery of Women’s Aid events To provide occasional administrative support to the Executive Management

Team as requested To contribute ideas to help make central processes easier, more efficient and

reduce costs wherever possible Occasional note taking at whole organisation meetings

5. General responsibilities

To contribute to team meetings and organisational priorities, to prepare and participate in supervision and appraisal meetings

To take direction on projects and priorities from the Office Manager, which may vary from time to time

To assist where necessary, in the organisation of conferences or events organised by Women’s Aid

To abide by all organisational policies, codes of conduct and practice, and to ensure this is carried out throughout the Charity, and to work within a framework of equal opportunities and anti-discriminatory practice

To be flexible within the broad remit of the post

6. Other

The job description for this post will be reviewed annually to meet organisational priorities

Based in Bristol, this job involves occasional travel throughout England. Occasional evenings, weekends and unsociable hours are required

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PERSON SPECIFICATION: Office Manager

EXPERIENCEEssential: Experience of providing administrative and/or secretarial support to individuals

or a team (or similar); Experience and knowledge of a variety of computer packages, particularly a

good range of Microsoft products. The willingness and ability to learn new packages is also required;

Experience of liaising with a variety of individuals, organisations, suppliers, service providers etc.

Desirable: Experience of HR administration and functions; Experience of providing IT software and hardware support/maintenance.

SKILLS & ABILITIESEssential: Excellent organisational skills and the ability to assist with maintaining an

efficient and smooth running office environment; Excellent problem solving skills, including the ability to research solutions and

think creatively; Good oral and written communications skills, including a professional and

diplomatic telephone manner, face-to-face communication skills, and good writing skills;

Ability to multi-task and operate calmly in a busy and demanding environment; Ability to work on own initiative and to deadlines; Ability to learn quickly on the job.

Desirable Project coordination skills

KNOWLEDGEEssential: Understanding of the need to maintain confidentiality in all areas of work; A basic understanding of the experiences, needs and effects of domestic

violence on women and children; A basic understanding of the work and role of Women’s Aid.

EDUCATION/TRAININGEssential: No formal qualifications are required.

Desirable Evidence of learning and/or continuing professional development

OTHER REQUIREMENTSEssential:

Able to demonstrate a commitment and sensitivity of the aims and objectives of Women’s Aid;

Commitment to anti-discriminatory practice and equal opportunities; Willingness to work occasional unsocial hours as required.

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SUMMARY OF TERMS AND CONDITIONS OF EMPLOYMENT

Terms of appointment: Confirmation of appointment will be subject to the satisfactory completion of a probationary period. This will normally be of six months. During this time an employee will be expected to establish their suitability for the post. During the probationary period employment may be terminated in writing, giving one week's notice by either party (this may be waived by mutual agreement). Only any statutory dismissal procedure will apply during the probationary period. There is no probationary period for contracts of under 3 months.

Salary: £18,835 pro rata. (On an incremental scale guided by the NJC Local authority pay scale points 20-24) + benefits. Salary is paid in arrears through bank credit by the 25th of each month. Part time staff receive pro-rata payment based on hours worked.

Working hours: The standard working hours for this post are 18.5 hours per week, based in Bristol; benefits include a generous bank holidays and annual leave package and contributory pension scheme.

Support and supervision: Women’s Aid has a commitment to providing regular supervision and support to staff with annual appraisals forming a key part of staff development. We have a training policy in place and encourage staff to take an active role in their career development plan. Pension: Women’s Aid is enrolled with the People’s Pension scheme. Women’s Aid normally contributes 7% of salary and the employee contributes 3% towards the group pension scheme. Eligible staff will be automatically enrolled on the scheme when they have successfully completed the 3 month interim probationary review. .

Annual Leave: Women’s Aid offers an annual leave entitlement of 25 days per year rising by one day per year until 30 days annual leave per year is reached. In addition, we offer 8 days public holidays plus 2 additional days in March and August. All leave entitlement is calculated pro-rata for part time employees.

Other leave: Employees have contractual rights to time off for reasons of sickness, maternity and other circumstances.

Period of notice: 1 month after your probationary period has been completed.

Union: You have a right to membership of a trade union. Women’s Aid recognises Unison.

Asylum and Immigration Act 1996: To comply with this Act, Women’s Aid will need to see the original of at least one document from a specified list. The list of specified documents will be sent to the first choice candidates if this Act applies to their employment with us.

Additional information is available on request.

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