To provide administrative support to the Office and or Service(s) and be the first point of
contact for the Office and or Service(s).
Key responsibilities
1) Reception
2) Administration of record keeping
3) Finance
4) General administration
Key Activities
1) Reception
• To provide or assist in providing telephone and reception arrangements which are
welcoming to children, young people, families and visitors. 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 family attendance and outcomes.
• To produce statistical reports as required including generating reports from the
electronic registration system.
• Assist with documentation for any inspections.
Job Title: Administration Assistant – Generic Grade: F (A3)
Page 2 of 4 Job Evaluation Ref: JE GEN
• Update essential policies and guidance documentation.
• Prepare documentation and presentation information as required.
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 the opening and
closing the building
• Provide administrative support as required.
• Any other duties commensurate with the grading and as required by either the
Office Manager/Service Manager or Senior Administrator.
This Job Description and Person Specification reflect the duties of the post as they exist
at this time and may be subject to changed based on the needs of the Department
Programme. 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.