GetMyFirstJob Ltd • Exeter EX2 8PW
About this role
Overview of the role
Working at
the heart of the charity, you will help keep day-to-day operations running
smoothly, together with the Hub Hosts ensure a welcoming and well-managed hub
for staff and visitors, and provide confidential HR and systems administration
that enables teams to deliver high-quality support to D/deaf and disabled
people.
After
training, you will deputise for the Operations Manager during annual leave and
other short-term absences, helping to maintain continuity of service and
effective communication across the organisation.
You’ll
handle sensitive information and will need to work with discretion and
professionalism when supporting service users, projects and colleagues,
following GDPR and internal policies at all times.
Key
responsibilities
·
Assist with daily operational tasks of the hub, and
general office functions ensuring a high-quality service and standards
throughout.
·
Assist in all aspects of general day-to-day office
management, including general clerical and reception duties to include phone
cover and greeting service users/guests, ensuring our team have a well-managed
space to meet and work together.
·
Provide office Hub (Reception) cover during annual
leave and absences.
·
Support process improvements to increase efficiency
across departments.
·
Assist with recruitment, maintaining HR files,
issuing DBS checks and onboarding new employees while maintaining
confidentiality.
·
Assist in administration of our HR system Breathe
·
Assist in administration of our Smartlog online
training platform
·
Assist in the premises management, including timely reporting of maintenance issues,
liaising with Landlord agents on issues relating to the building.
·
Assist with inventory management, procurement, and
logistics as needed.
·
Prepare reports, presentations, and summaries for
leadership review.
·
Assist with booking training and ensuring training
records are kept up to date.
·
Minute taking for internal and external meetings
·
Maintain and update CRMs.
·
Maintain filing systems and records in line with
GDPR
·
Ad-hoc project specific administration and support
Communication
and relationships
· Confident verbal and
written communication
· Able to build and
maintain internal and external relationships to increase efficiency
Quality and monitoring
·
Use
Disability Together’s CRM system (Beacon) to ensure that all
client contacts, associated documents, detailed notes of advice provided and
further actions required are recorded.
General
·
Ensure that all work is carried out in accordance with Disability
Together’s policies and procedures.
·
Liaise with other Disability Together staff to ensure clients receive all
other necessary services and support.
· Attend staff and team meetings.
· Undertake any other reasonable and relevant duties
appropriate to the role.
Training
You will attend Exeter College one day a week (during term time) working towards either the Level 2 or 3 Business Administration apprenticeship.
Qualifications required
GCSE Maths/English at 4/C is desirable
Skills required
Strong organisational skills
High degree of personal integrity and ethical standards
Interpersonal skills
Able to build trust and strong stakeholders relationships
Flexibility and adaptability
Solution focused problem solving
Proficient with digital technology, Office 365 in particular
Prospects
We hope to offer a fulltime role to the apprentice on successful completion on their programme.
Qualification / Standard : ST0070 Business administrator
Duration 18 months