Administrative Assistant

at  Camphill Village Trust

WOULD YOU ENJOY WORKING IN A BEAUTIFUL LOCATION IN THE FOREST OF DEAN, SUPPORTING A BUSY ADMINISTRATION OFFICE?

To assist the Taurus Crafts team in operational administration. This is an important role within a busy small office, and will involve dealing with members of the public, suppliers, trainees, volunteers, staff and managers. You need to have a flexible attitude to work performed, and an approachable but professional manner when performing duties.

EDUCATION

• Good level of standard education.
• GCSE Maths and English at Grade 4 (C) or above.

Main responsibilities:

• Preparation of monthly time sheets and collating payroll paperwork for submission to the Trust’s Central Payroll, such as timesheets, self – certification and holiday forms by scheduled date, recording all payroll data onto Excel spreadsheets.
• Acting cover for Cash Clerk during periods of annual leave or sickness.
• Banking of takings, dealing with petty cash requests, managing internal process, recording purchases and tallying cash tin.
• Administering purchase orders, invoices and receipts for site wide suppliers onto computerised central system.
• Office tasks such as scanning, printing ad hoc documents, sorting post and answering admin queries.
• Responsible for ensuring adequate office consumables are available and within budget limit. Ordering other supplies for departments using approved providers, following purchase order procedure.
• Dealing with some job enquiries and application paperwork.
• Answering the phone and transferring calls to departments. Dealing with ad hoc enquiries and tasks for staff team across the site.
• Main point of contact for any visitors to the office; deliveries, staff, public, volunteers and tenants, providing assistance where required and excellent customer service.
• Dealing with key allocations.
• Managing the Duty Manager Rota.
• Taking minutes in meetings as required.
• Supporting the Severnside Skills team with general admin tasks such as; collation of trainee evidence and scheduling review meetings with family members and support providers.
• Act as Community Booking Lead for training. Oversight of mandatory staff training matrix for employees, communicating when courses are due for update and ensuring information is accurate.
• Inputting Health and Safety data from each department to local and central spreadsheets. Completing some routine health and safety checks e.g. Fire Alarm test.
• Raising job tickets with the Property and Land Services Team in accordance with Trust procedures.