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Immigration Advisory Service
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Job Description
JOB TITLE: ADMINISTRATIVE ASSISTANT
RESPONSIBLE TO: Admin Team Leader/Admin Manager
RESPONSIBLE FOR: No line management responsibility
OVERALL PURPOSE OF THE JOB:
To provide administrative and secretarial support.
MAIN TASKS:
1. Carry out administrative tasks such as filing and photocopying, including
opening of new files, locating files for post received, copying statements, sorting
of evidence. Maintaining old files and sorting same. Maintaining register i.e.
noting allocations, listing hearings and adjournments in the master diary, etc.
2. Undertake reception duties answering incoming telephone calls, connecting
callers, taking messages or dealing with caller as appropriate.
3. .Complete CMRF details for all closed files for sending to LSC.
4. Maintaining an up to date filing system and a register of files removed from the
central filing system and sent to storage etc.
5. Maintaining small library within area.
6. Sending out preliminary correspondence to new clients.
7. Ordering stationery and providing cover for the booking of interpreters when
required.
8. Assisting with electronic transfer of files to and from the office.
9. Undertake any other duties as may be reasonably required by the Admin
Manager or Admin Team Leader.
All employees of IAS have a duty to:-
Work within the spirit of IAS Equal Opportunities Policy at all times
Take due care of their own Health and Safety and that of others in their
working environment
Ensure that their work conforms to IAS standards of accuracy and quality
Immigration Advisory Service
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Person Specification - Administrative Assistant:
1 Knowledge & Essential Desirable How
abilities assessed
Minimum NVQ Level 2 or A+I
equivalent (e.g. ONC) education
in Business Studies or Office
Administration or equivalent
training or education or
extensive working experience of
office administration.
Ability to work closely with A+I
senior managers in a vital
administrative support role and
to maintain strict confidentiality
at all times.
Ability to collate, formulate and A+I+T
maintain accurate statistics with
the aid of spreadsheets and
other applicable computer
software.
Ability to self service using MS A+I
Excel, Word and Access or
similar WP package and
computer literacy, including a
minimum typing speed of 40
words per minute.
Knowledge of an aspect of A+I
advice services or other legal
or social welfare service
provision.
Knowledge or ability to A+I
acquire basic knowledge or
asylum/refugee/immigration
issues.
Degree level education A
2 Skills
Ability to prioritise own workload A+I
and to manage and administer
resources to meet important
operational requirements.
Excellent communication skills, A+I+T
both oral and written.
Excellent interpersonal skills A+I
3 Experience
At least a year’s relevant A+I
experience in administration.
Experience and ability to use A+I
and create spread sheets
Immigration Advisory Service
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(Excel or similar) and/or
databases.
Experience of developing A+I
administrative systems, which
are critical to the smooth
running of a service.
Proven experience of providing A+I
IT/technical support and
willingness to acquire new
skills.
4 Other
Requirements
Sensitivity to other cultures and A+I
issues raised by immigration
and asylum matters.
ABBREVIATIONS:
A = Application Form
T = Test
I = Interview
