Job Description: Administration Officer
15 per week
Purpose of the Job:
To provide administrative expertise to Fusion Maidstone.
To act in a professional manner at all times when dealing with Fusion Maidstone’s service users and partners.
To support health and safety, personnel and room hire scheduling.
To monitor all footfall records of partners/customers accessing Fusion Maidstone.
Main duties and responsibilities:
Greet all customers and partners accessing Fusion Maidstone.
Respond to all routine correspondence and enquiries from members of the public, suppliers, and other staff directly and efficiently via email, phone or mail. Take all phone calls coming into Fusion Maidstone.
Provide a range of administrative duties including supporting Fusion Maidstone with photocopying, filing, message taking, etc.
Support all staff members with administration and undertake any other job related tasks as and when required.
Deal with incoming mail and parcels.
Order all stationery, first aid and cleaning supplies keeping all records up to date.
Maintain manual and computerised systems including inputting data, keeping records, statistics, confidential and general filing systems.
Monitor all photocopying and printing for customers and supervise the internet café computers.
Assist with routine weekly Health and Safety checks relating to the building including Portable Appliance Testing (PAT) of all equipment.
Responsible for all Risk Assessment and ensure that these are recorded correctly
Handle all everyday maintenance issues i.e. electrician/plumber for Fusion Maidstone.
Assist in the organisation of meetings and events, ensuring that all necessary arrangements are made.
Take minutes as required, research, prepare, print, photocopy and distribute documents where appropriate.
Update on all sickness, time off in lieu (TOIL) and annual leave sheets.
Update on all personnel folders pertaining to staff.
Update monitoring records of partners/customers accessing Fusion Maidstone and its activities.
Book and take payments for events and services in person and over the phone for room hire.
Lead on providing contracts and terms of agreement to partner organisations/individuals accessing space for hire.
Prepare a weekly schedule of partner organisations/individuals using Fusion Maidstone and a financial spreadsheet of all room hire income.
Update meeting room calendars on outlook.
Administration duties in terms of volunteers/staff (organising Disclosure and Barring Service (DBS) checks, contact with volunteer groups and work placements)
Behave in a professional manner at all times with customers and partners.
Act as a key holder in ensuring that Fusion Maidstone is opened and closed correctly.
Comply with all Company Policies and Procedures in all respects.
Have a commitment to the vision set out by Fusion Maidstone of inclusion and equality and a contribution to Fusion Maidstone’s Equal Opportunities Policy
Cover reception if unmanned.
Be prepared to work occasional evenings and/or weekends if required.
Provide cover for general duties during sickness and annual leave periods.
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within Fusion Maidstone and the overall business objectives of Fusion Maidstone Healthy Living Centre.
Person Specification: Administration Officer
The following outlines the criteria for this post. Applicants who have a disability and who meet the minimum criteria will be shortlisted.
Applicants should describe in their application how they meet these criteria:
GCSE’s or equivalent A-C grade
Relevant qualification in office work
Experience of using Microsoft Office
Experience in customer service
An awareness of good customer service
SKILLS AND ABILITIES
Excellent office environment skills
Strong interpersonal skills
Good telephone manner
Good team player
Good attention to detail
Flexibility to cope with changes of work
Basic office environment skills
Ability to follow set procedures and routines
Good understanding of working in an office and administration.
Knowledge of Fusion Maidstone and the services it provides.
Able to work with and be sensitive to the needs of the local population
Creativity and innovation
A commitment to equality and diversity.
The post holder will demonstrate the ability to work under pressure and provide support to members of staff.
Willing to undertake a DBS check
RESPONSIBLE TO: Chief Officer
RESPONSIBLE FOR: No staff report to this post
To provide a high quality cleaning and caretaking services to Fusion Maidstone HLC.
To undertake cleaning to the centre and outside areas around centre and ensure that the areas are kept clean, safe and tidy.
To clean, inspect and maintain the cleanliness of all internal and external areas identified by Fusion Maidstone. All areas are to be cleaned to the required standard and frequency, using approved materials, equipment and methods as determined by Fusion Maidstone.
Internal/ External Areas
Clean/dust/wash internal areas/equipment
Sweep/Vacuum/Mop internal floor areas using mechanical equipment
Clean/clear external areas this will include during winter months to clear snow and spread grit
Wash, clean and disinfect bin areas.
Supply an order for cleaning materials and equipment as required through current system in place.
Refer to the specific Cleaning Rota.
Ensure good communication is kept with all Fusion staff. Attend individual (1-2-1) meetings with Chief Officer.
To ensure your Company identification is displayed appropriately and presentable at all times.
Attend and undertake training as deemed appropriate to your role.
Support and guide other staff members and temporary workers when required whilst carrying out cleaning and caretaking duties.
Ensure compliance with caretaking and cleaning standards and contribute to future service reviews and other service improvement initiatives.
Complete and submit accurate records of your daily tasks and attendance.
Provide weekend & evening service, along with an out of hour’s emergency assistance when required.
Maintain safety and security while on Fusion’s premises and contact the appropriate staff as necessary.
Due to the nature of this role the Cleaner/Caretaker will:
Be working internally and externally in all weather conditions.
Deal appropriately with hazardous and unpleasant waste materials e.g. human body fluids and solids, sharps, chemicals etc. in accordance with Fusion Maidstone’s Policies and Procedures.
Be required to handle loads of up to 23kg.
Ensure understanding, compliance and commitment to Fusion Maidstone’s Equality and Diversity policy.
Health and Safety
Ensure understanding, compliance and commitment to legislation, Fusion Maidstone Health and Safety policy and department policies and procedures including risk assessments, method statements and Control of substances hazardous to health (COSHH).
To report Health and Safety concerns in relation to unsafe work practices.
Identify hazards/repairs in all communal areas and report with Fusion Management.
Respond to fire alarms and assist emergency services as required. Contact emergency services whenever needed.
To ensure equipment is in safe working order.
No job description can cover every issue which may arise within the post at various times. The post holder is expected to carry out other duties as requested by their manager and which are appropriate to the responsibilities of the job.