JOB DESCRIPTION - International Alert

JOB DESCRIPTIONJob TitleAdministrative Assistant / ReceptionistReports toFacilities ManagerJob locationLondonGrade and level 5.2Annual Salary£21,874 per annum (with more for anexceptional candidate) + benefitsContract Duration6 months initially (may be extendable)Employment StatusAs it is unlikely that we will be able toobtain a Work Permit for this role, all jobapplicants must already have the right towork in the UK.Job PurposeTo act as the first point of contact for visitors and callers to Alert and to undertake a range ofother administrative tasks as identified by the Facilities Manager.Duties and ResponsibilitiesBuilding (Daily).1. Open the offices in the morning and lock the front door in the evening.2. Ensure that the front and rear entrances of the building are clean3. Switch on all lights, monitor cleanliness and maintenance and take necessarysteps/action to remedy4. Ensure that the kitchens are well stocked with milk, sugar, tea and coffee5. Ensure all toilets are well stocked with toilet paper, hand towels, linen roller towels andhand soap.Telephone System.6. Operate Alert’s switchboard from 8.30am – 4pm7. Report telephone equipment and line faults to the IT Manager8. Regularly review and update the staff contact and telephone extension lists9. Log extension changes and advise all staff accordingly via email with a laminated copyplaced on the entrance door for visitorsReception.10. Greet visitors to the office between 9am and 5pm, ensuring they sign the visitor’s bookand informing the relevant member of staff of their arrival.11. Ensure the reception area is kept tidy and business-like.12. Keep a record of staff and visitors signing in and out of the building.13. In the event of a fire and/or any other emergency requiring staff to leave the building,take the visitors’ book and staff movement sheets to the outside meeting point.14. Check and sign for deliveries and inform the relevant member of staff. Deliveries by postor courier will include valuable items (cash, passports). Follow procedures and ensuresecurity of valuables.Post (Daily)15. Process internal and external mail, checking that costs are charged to the appropriateProgramme.16. Ensure the franking machine is charged and maintained.Couriers/Taxis/Flights

17. On receipt of the appropriate request form:- book couriers and taxis for staff members-procure best value for money flights for members of the DoP, COO, Communications andUnrestricted Fundraising Teams18. Process invoices and and ensure costs are allocated to the relevant departments.Staff.19. Induct new staff and volunteers in office procedures (including security procedures),absence reporting, fire safety, health & safety and the telephone system. Issue keys for out ofhours working (upon request). Photos to be taken for ID cards and also sent to HR20. Proactively ensure existing staff are properly trained on the above21. Collate and update staff lists, overseas offices and contact details regularly.22. Conduct regular online staff satisfaction surveys and elicit feedback on the workingenvironment.Office Services.23. Maintain adequate office supplies and procure new supplies as necessary, monitoringcosts and identifying new sources of supply when necessary24. Support the Facilities Manager in ensuring compliance with Health & Safety Regulations25.Process invoices for the team including validating and obtaining authorisation for payment.Insurances26. Administer Alert insurances and arrange additional insurance cover as and when needed(cash, travel etc.).27.Process and administer all insurance claims and liaise with brokers in chasing outstandingclaims.Meetings and Events management28. On receipt of the appropriate request form, schedule internal meetings with multipleparticipants for members of the DoP, COO, Communications and Unrestricted FundraisingTeams29. Provide logistical support to meetings held in the Board Room, including layout andpreparation and assistance with catering arrangements30. Research and locate venues for the Christmas and Summer staff meals, liaising with theChief Operating Officer regarding location, budgets and requirementsHuman Resources31.Issue Self Certification forms and update sick register for all London staff.32. Collate all Volunteer and Intern speculative applications, to include responding to emails.33.Update the database of speculative applications monthly, deleting speculative CV’s thathave exceeded the 6 month “holding time”Other34.Assist Facilities Manager in research into all aspects of overseas office expansion i.e.insurance, security, and best practice.35. Provide support to the Facilities Manager and other members of the Support ServicesTeam and contribute in other ways to the effective functioning of Alert as required.36.Contribute to team-wide communications and knowledge management, and participate inorganisation-wide events and discussions on related topics/projects.Travel requirementsNot applicable

PERSON SPECIFICATIONESSENTIAL REQUIREMENTSTalentsAt Alert, we have introduced Talent Management to our business model as we believe talentedpeople are crucial to the success of our work. We believe all individuals are talented andsuccess comes in matching the right talents to the right roles. For this role, the skills,qualifications and experience listed below are important, but we believe that to be great in thisjob you are likely, first and foremost, to have a talent for understanding of and commitment toquality customer care and service provision with the willingness and ability to followadministrative procedures to a high standard. This is what we will be looking for above all else.Educated to A level standard – or equivalentAt least 18 months experience of working within an NGO office environment and front of house.Previous experience of switchboard operation.Familiarity with the use of office equipment i.e. fax, photocopiers etc.Experience of implementing admin systems and databasesExcellent verbal communication skills with a good telephone mannerGood written skillsKnowledge of Health & Safety RegulationsComputer literate, with keyboard skills and experience of word-processing, (Microsoft Word)combined with ability to acquire other skills as necessary (e.g. databases and spread sheets).Accurate typing – minimum speed of 35wpm.Ability to work on own initiative and take responsibility where necessary and also as part of ateam.Previous experience of organising eventsAbility to work to a high standard (and while under pressure).An interest in PeacebuildingDESIRABLE REQUIREMENTSExperience of working in a multi-cultural environmentSUMMARY TERMS AND CONDITIONSAnnual SalaryLeave entitlementNotice periodWorking hoursSport’s club membershipThe annual salary for the post is £21,874 per annum (withmore for an exceptional candidate) + benefits25 days per year plus English statutory holidays.There will be an initial one month probationary periodduring which notice will be one month on either side. Onsuccessful completion of the probationary period notice willbe one month.Full time staff are expected to work a standard 35 hourweek, with some flexibility around start and finish times tobe agreed with the line manager. All staff are required towork core hours 10am – 4pm.Staff can take advantage of subsidised membership of alocal sports club.