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					                                         GROUNDWORK UK

                                         JOB DESCRIPTION


ADMINISTRATION OFFICER – FINANCE & CORPORATE SERVICES

Reports to:                     PA to Director of Finance & Corporate Services/Senior
                                Administration Officer

Location:                       Groundwork UK, Lockside, 5 Scotland Street, Birmingham,
                                B1 2RR

Grade:                          6

JOB SUMMARY:

The post holder will provide comprehensive secretarial and administrative support to the
Finance & Corporate Services Department.

The post holder will provide front-line helpdesk support to the Federation for common ICT
systems in line with the requirements of the Finance & Corporate Services Department.

The post holder will also provide administrative support to the PA to Director of Finance &
Corporate Services/Senior Administration Officer to maximise efficiency throughout Groundwork
UK.

JOB ROLE:

1.    Provide a comprehensive secretarial and administrative support service to the Finance &
      Corporate Services Department, including the management of incoming post, distribution
      and sending out of post, filing, photocopying and faxing.

2.    Organise meetings and the necessary travel and accommodation arrangements on behalf
      of the Finance & Corporate Services Department.

3.    Service meetings including the preparation of agendas, taking minutes and carrying out
      follow-up actions as appropriate.

4.    Co-ordinate the organisation of meetings, training, conferences and events on behalf of
      the Finance & Corporate Services Department, including booking of venues, hospitality
      and equipment requirements and attend as required.

5.    Undertake typing as directed, of all correspondence, reports, minutes and agendas as
      required.

6.    Receive, record, deal with and redirect telephone calls as appropriate and ensure that all
      relevant staff members are notified.

7.    On behalf of the Finance & Corporate Services Department, receive and respond to
      callers in person to the office, ensuring a professional approach at all times.


Administration Officer, Finance & Corporate Services –job description
8.    Update and maintain the centralised filing systems and ensure that it is easily accessible,
      accurate and kept up-to-date.

9.    Develop and maintain records and databases and ensure they are accurate and kept up-
      to-date.

10.   Provide back-up support service for reception, postal and meeting room duties to ensure
      these functions are covered at all times.

11.   Provide back-up support service and process requests for job application packs, input
      data onto the Human Resources Database and copy and circulate completed packs as
      appropriate.

12.   Provide first-line help desk support for the Human Resources Information System, resolve
      non-contentious enquiries from Federation staff and direct more involved enquiries to
      Human Resources.

13.   Deal with requests for registration, amendments and deletion of staff members within the
      Federation on the Lotus Notes/Domino System.

14.   Update details on the Staff Who’s Who system as required in line with requests for
      registration, amendments and deletion of staff members within the Federation.

15.   Provide support to the Finance Team with the maintenance of the Groundwork Project
      Management System and act as first point of call for enquiries from staff members.

16.   Assist with the design, implementation and maintenance of the on-line purchase order
      system and provide advice to staff members as required.

17.   Assist with the re-design, implementation and maintenance of the Fixed Asset Database
      and ensure that it kept up-to-date at all times.

18.   Extract and forward call data to assigned users of mobile phones and blackberry devices
      and forward incoming responses to Finance for invoicing purposes.

19.   Ensure that the invoice log is maintained and incoming invoices are stamped, recorded
      and issued in a timely manner.

20.   Responsible for sending out of all remittances and cheque payments to suppliers of goods
      and services.

21.   Assist the BS8555 Working Group with the design, implementation and maintenance of
      new initiatives, systems and processes.

22.   Provide support to the Head of ICT & Facilities and Office Manager and assist with
      maintenance issues relating to the equipment, facilities and the building, to include the
      engagement of contractors.

23.   Co-ordinate, monitor and obtain feedback on the usage of the Nefsis Web Conferencing
      System with staff members throughout the Federation and prepare reports for ICT.


Administration Officer, Finance & Corporate Services –job description
24.     Assist with the implementation and management of office systems, policies and
        procedures.

25.     Provide assistance with the preparation and circulation of Board, Committee and Sub-
        Committee papers as and when required.

26.     Attend and participate in staff and other meetings and follow-up actions as required.

27.     Work in partnership with the management team, office manager, PA’s and administration
        staff to ensure the smooth running of the office.

Miscellaneous:

      1. Undertake training and development deemed necessary for the pursuance of the post

      2. Comply with the data security requirements and procedures at all times and process all
         data in line with the Data Protection Act 1998.

      3. Ensure that Health and Safety is observed in the course of the employment

      4. Ensure adherence to BS8555 procedures

      5. Comply with Equal Opportunities Policy and Procedures in the workplace

      6. Comply with the no smoking policy in place




Administration Officer, Finance & Corporate Services –job description

				
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