General Administrator Rugby Job Role Information Pack

							General Administrator
Role information pack


           Swanswell is a market leading charity with an exciting programme of innovative new
           service developments. We believe in a society free from problem drug and alcohol use
           and that everyone deserves the chance to change and be happy.

           Our staff are our greatest asset, so we want to recruit talented people who share our
           ambition and can help us to make a real and lasting difference.




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Role description

The General Administrator is responsible for providing effective admin support to teams and colleagues across Swanswell, so the organisation
can work well and do well.

As part of an integrated admin team, you’ll need to be a team player as well as being able to work using your own initiative. You’ll need excellent
communication skills as you’ll be providing a welcoming and informative front of house and telephone service to all of our customers. The role
will also involve supporting and coaching colleagues across our services with IT and administration queries.

We need someone who’s organised and efficient to ensure the day-to-day workload is managed effectively. You’ll also need to be flexible and
creative, with the ability to transfer your skills from one area of expertise to another.

Salary
This is a full-time post earning £14,454 - £ 16,060 depending on experience. Swanswell’s reward strategy is based on our workers receiving a
salary that best reflects their skills and aspirations, measured during our annual appraisal.

We’re reviewing our reward strategy over the next 12 months, and as a result, our workers will receive a salary that best reflects their skills and
aspirations.

Hours of work
This post is for a 37 hour week. You will be required to work bank holidays and some weekends in order to meet our service delivery
requirements. Swanswell operates a flexible working system, so you’ll be able to work flexible hours based on service needs.

Annual leave
Swanswell’s holiday entitlement is 36 days per holiday year (28 days plus bank holidays and statutory public holidays). This will be a pro rata
amount for part time and fixed term contract employees.

Transport
This role will be based at our Rugby office, but travel to other will be needed, so the ability to travel efficiently between offices is essential. A
current driving licence and own transport would be an advantage.




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 Key activities and responsibilities

 Provide effective administrative support for Swanswell’s Head office functions and processes.

 Manage your own workload efficiently. You’ll need an eye for detail to ensure the service runs effectively at all times.

 Be part of an efficient admin team, providing a range of support services for our workers on a day-to-day basis. Tasks will include
  supporting HR processes, Talent Development processes, Finance, Marketing and New Business processes.

 Support and coach colleagues with admin and IT queries.

 Liaise with and provide admin support to Swanswell’s management and Executive team.

 Provide a welcoming and informative telephone and front of house service to all of our customers, across all Swanswell services.

 Ensure procedures are followed and suggest improvements so that our processes are effective and meet the needs of Swanswell’s clients
  and staff.

 Attend meetings and provide minutes accurately and in a timely manner.

 Qualified First Aider to provide First Aid assistance.

 Provide evening, weekend and Bank Holiday reception cover, as required.

 Ensure our workers have sufficient resources to carry out their duties.

 Assist and liaise with our facilities company and suppliers to ensure we provide and maintain a suitable working environment for our
  workers.

 Work with internal and external support agencies to maintain the company database, ensuring issues are resolved in a timely manner.

 Produce and analyse statistical data from appropriate databases.



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Person specification
Criteria
When filling in an application form for this role, please explain how you meet the criteria listed below. In your evidence of how you meet the
criteria you could refer to experience in a similar role (or a related field), or relevant transferable skills that you have.

Qualifications                                                                                                             Essential/     Assessed by
                                                                                                                           desirable      application
                                                                                                                                          form (A) or
                                                                                                                                          interview
                                                                                                                                          (I)
GCSE in Maths and English or equivalent                                                                                    Essential            A
Relevant NVQ 11 or ECDL or RSA11 or equivalent                                                                             Desirable            A
First Aid qualification                                                                                                    Desirable            A

Experience                                                                                                                 Essential/     Assessed by
                                                                                                                           desirable      application
                                                                                                                                          form (A) or
                                                                                                                                          interview
                                                                                                                                          (I)
Working in a busy office environment                                                                                       Essential           A/I
Customer service / reception experience                                                                                    Essential           A/I
Working to and meeting deadlines                                                                                           Essential           A/I
Planning and organising workload                                                                                           Essential           A/I
Managing time and prioritising workload                                                                                    Essential           A/I

Knowledge                                                                                                                  Essential/     Assessed by
                                                                                                                           desirable      application
                                                                                                                                          form (A) or
                                                                                                                                          interview
                                                                                                                                          (I)
Advanced knowledge of Microsoft Office products                                                                            Essential           A/I
Broad understanding of contemporary addiction issues                                                                       Desirable           A, I


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Skills                                                                                                                     Essential/   Assessed by
                                                                                                                           desirable    application
                                                                                                                                        form (A) or
                                                                                                                                        interview
                                                                                                                                        (I)
Communication (verbal, written and listening skills), with excellent spelling, grammar and the ability to produce error-   Essential         A/I
free documents
Using technology                                                                                                           Essential        A/I
Telephone and reception skills                                                                                             Essential        A/I
Managing time and prioritising                                                                                             Essential        A/I
Planning and organising                                                                                                    Essential        A/I
Able to be responsive and reactive                                                                                         Essential        A/I
Self motivation and management of own workload                                                                             Essential        A/I
Working on own, using initiative, as well as being an enthusiastic team player                                             Essential        A/I
Supporting others                                                                                                          Essential        A/I
Problem solving and questioning                                                                                            Desirable         A
Researching                                                                                                                Desirable         A
Flexible and creative                                                                                                      Desirable         A
Presenting information                                                                                                     Desirable         A
Monitoring and evaluating                                                                                                  Desirable         A

IT competencies                                                                                                            Essential/   Assessed by
                                                                                                                           desirable    application
                                                                                                                                        form (A) or
                                                                                                                                        interview
                                                                                                                                        (I)
Excellent IT skills and ability to use MS Office (Word, Excel, Outlook, Power Point)                                       Essential         A, I




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How to apply
To apply for the Swanswell General Administrator role, you can download an application form at www.swanswell.org (click on ‘Jobs’, then
‘Apply now’).

Return your completed form to:
Business Resources
Swanswell
Suite 5, Hilton House
Corporation Street
Rugby, Warwickshire
CV21 2DN

Or by email to jobs@swanswell.org


To speak to someone about this role, email HRHeadOffice@swanswell.org with your name, a contact phone number and which role you’re
interested in and we’ll call you back. Alternatively, please call Kate Darby, Admin Manager on 0121 2337400.




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