pAnytown Citizens Advice Bureau - DOC by 1Eg9MBX


									                          COMMUNITY JOBS SCOTLAND
                        Trainee Data Process administrator
                                 Job Description

Job Title:                      Trainee Data Processing Administrator

Responsible to:                 CAB Manager

Outline of Job/Training:        Transfer of data onto an electronic system and assist with
                                the general administration of records and systems. Full
                                training and support will be provided

Summary of Job Specifications:

       Assist Manager and/or other staff and volunteers with clerical and administration function
       Accurately transfer information from a paper to an electronic system
       Save store and retrieve data in paper and electronic format
       Manage information through databases and spreadsheets use
       After training use bespoke programmes.
       Assist staff and volunteers in the use of bureau systems and procedures and provide support.
       Assist in the transfer of data from paper copy to electronic systems, spreadsheets and the
        upkeep of accurate statistics and the submission of these to end users and within the bureau.
       Identify and suggest improvements in bureau systems
       Ensure all paperwork is completed on time
       Keep all bureau records safe, confidential and accessible for future retrieval
       Assist in maintaining the quality of the office systems and procedures in use
       Provide administrative assistance in staff recruitment and training programmes
       Provide administrative assistance within the Bureau’s IT strategy
       Process client case records and ensure continuity and confidentiality i.e. in-house systems of
        bar-coding and CABEX
       Maintain and manage the process for all Bureau correspondence.
       Contribute to the Volunteer expense claims process
       Assist with the bureau petty cash system
       Perform reception duties as required
       Undertake any other reasonable duties as requested by the Manager
This is an excellent opportunity for a young person to work within an advice agency
environment; build networks and gain transferrable skills that are recognised within many
business sectors. Full training and support will be provided following an assessment of the
skills the applicant brings and an ongoing personal development plan formulated on
completion of the basic training
                             PERSON SPECIFICATION

   DATE PROCESSING                            COMPETENCIES
   QUALIFICATIONS           Good standard of general education.
                            Ideally have work experience in using and within office
                             systems and procedures, record systems and electronic
   EXPERIENCE                systems, although full training is provided.
                            Working as part of a team
                            Experienced computer user
                            Good keyboard skills
                            Able to communicate ideas in writing and orally
                            Ability to use initiative
                            Attentive to accuracy
                            Ability to write routine letters and simple business letters
                            Ability to administer petty cash
                            Ability to research client records and documents
                            Ability to transfer data accurately and efficiently
   VALUES AND               Commitment to team working
   ATTITUDES                Commitment to equal opportunities policies.
                            Reliable attendee and timekeeper.
   KNOWLEDGE                Use of relevant software including word processing,
                             spreadsheet and database.
   OTHER                    A willingness to undertake training identified in collaboration
                             with the Bureau Manager.
                            Support and supported by other General and Specialist
                             Advisers and IT Support Technician
                            A commitment to aims, principles and policies of the service

Updated July 2012

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