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Application Pack � Administrative Assistant 10.9.13 Date as postmark Dear Applicant Administrative Assistant (Cardiff) 24 hours per week; �********* per annum pro rata Fixed Term contract until ************* (Maternity Leave cover) Thank you for your enquiry regarding the above post. The enclosed set of information is designed to give you a fuller picture of what the post involves and information about *********************** The job description is designed to summarise clearly the scope and responsibilities of the post and should be read thoroughly. The purpose of the person specification is to state, as precisely as possible, the minimum skills, experience and knowledge applicants must have to meet the requirements of the post. Again it is essential that you read this carefully and address your application to the criteria contained in the person specification. Failure to do so will considerably reduce your chances of being selected for interview. In the interests of economy we will only notify those candidates who are shortlisted for an interview, however, if you would like us to acknowledge receipt of your application by post, please enclose a stamped addressed envelope. Interviews for this post are planned for the *************. I would like to thank you for your interest in our organisation and this post and we look forward to receiving your completed application form by the 30th ************* at 12 noon. Yours sincerely ************************************* Chief Executive Application Pack � Administrative Assistant ******* JOB DESCRIPTION JOB TITLE: Administrative Assistant REPORT TO: Administration Manager/Administrator LOCATION: Cardiff JOB PURPOSE: The purpose of this post will be to support the administrative work of ******* ****** ****. The post holder will contribute to the running and development of the administrative and clerical systems of the organisation and assist with its activities, including helping to arrange meetings, training courses and conferences. He/she will also assist in the production and distribution of briefings and other materials, as well as dealing with general administrative tasks outlined below. The post-holder will need to develop working relationships with members and individuals and will have an interest in issues that concern children, young people and families in Wales. KEY TASKS: 1. To assist with the organisation of meetings, training courses and conferences. Attend meetings to take minutes and work at events when required 2. To be responsible for administrative tasks relating to ******* ****** ****� Forums and Networks 3. To become familiar with the organisation's database and assist with the inputting of information onto it 4. To welcome visitors to the office and deal with a range of telephone, fax and e-mail enquiries 5. To maintain ******* ****** ****' conference room which is used for internal meetings and hired by external organisations. Ensure that the tables are laid out accordingly and that refreshments are prepared in readiness for the meetings 6. General administrative duties where necessary - ordering stationery and supplies, making travel and accommodation arrangements, filing, etc 7. To undertake the word processing of letters, minutes, reports, flyers etc 8. To open and distribute the daily post. At the end of the day use the franking machine to send external mail and deliver to post box 9. To undertake the photocopying and scanning of documents using the multi-purpose device available 10. To search the internet for work purposes when required 11. To participate in the organisation's staff appraisal scheme 12. To undertake further training as necessary 13. To undertake other duties as required by the Administration Manager, Administrator and/or Chief Executive Person Specification Administrative Assistant ********** is looking for a competent and responsible Administrative Assistant who will need to demonstrate the following skills and experiences. Please ensure that you tell us in your application form about how your experience matches the following requirements: Essential 1. Excellent interpersonal skills and the ability to communicate clearly. The ability to communicate with all members of the public in a courteous and helpful manner 2. Proven experience of dealing with telephone, fax and e-mail enquiries. The ability to obtain relevant details and present information clearly to the member of staff to whom the message is intended 3. Proven experience of using office equipment, including answering machine, franking machine, photocopier and scanner 4. To be computer literate with good keyboard skills. Familiarity with Microsoft Office is essential, and also Internet Explorer or other browsers 5. The ability to plan and prioritise work and to motivate him/herself 6. The ability to work on his/her own initiative, often under pressure 7. To be methodical in the way he/she works 8. The ability to work as part of an expanding team 9. A commitment to equal opportunities policies 10. The ability to communicate both orally and in writing in Welsh Desirable 1. An interest in issues affecting children, young people and families living in Wales 2. Experience of organising meetings and training courses, servicing events and taking minutes PRINCIPAL TERMS AND CONDITIONS OF EMPLOYMENT Administrative Assistant Contract: Fixed Term contract until ********* (Maternity Leave cover) Hours of Work: This is a part-time post of 24 hours per week. 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