Role Profile for the post of Administration Officer
ACCOUNTABLE TO: General Manager
LOCATION: Penllergare Valley Woods
ROLE PURPOSE and MISSION:
The Administrative Officer will be an important first point of contact and will support
the work of the Trust through its efficient and effective administration. You will be
aware that Penllergare is a Visitor attraction of Regional Note and of the challenges
and opportunities that this provides for the work within your role.
KEY AREAS of Responsibility:
- Providing a point of contact for the Trust through answering telephone, email, social media, website and in person enquiries.
- Working with others you will also devise and implement template responses for often asked questions and requests for information.
- Providing administrative support to the General Manager and staff team as directed.
- Being the point of contact for hirers and bookings, ensuring that hirers are fully aware of the booking requirements and where appropriate arranging and signing out keys.
- Maintaining the online booking system and dealing with booking related enquiries. (As a part of this role you will also ensure that the facilities are as required by the hirer and where appropriate opened and closed properly).
- Provide administrative support for events and activities, including dealing with and overseeing ticket and event booking related enquiries.
- Updating the Trust’s noticeboards, information points and staff information boards ensuring that maps are available and that documents and information is accurate and up to date.
- Manage the Trust’s document systems (such as DropBox) and ensure that relevant forms are available and filed appropriately such as key sign out forms, waste management records, risk assessments and contractors RAMS (Risk assessments and Method Statements).
- Assist with reprographics and scanning of documents (including invoices).
- Assist with the administration of key Projects through record keeping and compiling information for funding reports and claims.
- Where appropriate diary management and meeting organisation (including minute taking as directed).
- Assist with stock taking in the retail outlet
- Assist the Marketing Officer and Engagement Manager, and cover some duties of other staff as directed in their absence.
Wider Responsibilities:
- Sound financial management including the control of relevant budgets where relevant and directed
- Awareness of Penllergare as a Visitor Attraction of Regional Note, overall mission, values and corporate objectives of the Trust
- Maintaining safe systems of work including appropriate records
- Abide with and champion the policies and procedures of Trust
- Complying with the Trusts Health and Safety policy at all times
- Being aware and ensuring that the requirements of GDPR are adhered with
- Any other duties reasonably requested by the employer
The application deadline is Friday 12th June at noon 12pm.
An individual CV will not be considered without a covering letter detailing your interest, suitability and experience relevant to this role.
If you would like an informal chat about the position or general enquires surrounding the post then please direct them to [email protected]
Pay: £13.50 per hour
Benefits:
- Employee discount
- Free parking
- On-site parking
Education:
Experience:
- Administrative: 3 years (required)
- Microsoft 365: 3 years (required)
Language:
Work Location: In person
