Application Information Pack Administrative Assistant Foxlease

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1 Application Information Pack Administrative Assistant Foxlease

2 Introduction to Girlguiding Thank you for your interest in the role of Administrative Assistant. This document provides information relating to the above vacancy and should be used for information purposes only. The information does not form part of the terms and conditions of employment. We are the largest voluntary youth organisation in the UK, with more than half of the female population involved in guiding at some point in their lives. We are a registered charity with a Royal Charter and Bye Laws. We are dedicated to enabling girls and young women to develop their potential and to make a difference in the world. Through a range of exciting activities and challenges chosen by the girls, we provide opportunities for our members to gain self-confidence and self-esteem within a safe, female-only space, enabling girls and young women to develop their potential and to make a difference to the world. Our income comes from: Membership Subscriptions Trading Income Investments Fundraising We have over 240 employees based throughout the UK: at our Commonwealth Headquarters in central London, Trading Service in Cheshire, and Training and Activity Centres in Hampshire, Sussex and Lancashire. In 2013, Girlguiding had more than half a million members including both girls and adults. We are a member of WAGGGS (World Association of Girl Guides and Girl Scouts); which operates in 145 countries and has 10 million members.

3 Organisational chart Chief Executive Deputy Chief Executive Director of Guiding Services Director of Communications & PR IT Services Finance Human Resources Projects Trading Service Property Managemen t Youth Programmes Quality & Membership Development Volunteer Support Digital Communication Fundraising & Marketing Executive Directorate SMT

4 The role of Administrative Assistant Girlguiding is currently recruiting an Administrative Assistant to be based at Foxlease, reporting to the Events Coordinator. The post holder will be required to receive and process bookings for all types of activity at the centre and maintain relevant paper and electronic filing systems, including customer records and booking systems. The job holder will also assist with the administration of programmes, training and conferencing at the centre, as well as offer front-line customer service, respond to customer enquiries and provide information in a friendly and efficient manner. The successful candidate will need excellent skills in Microsoft Word and Excel, along with experience within an administrative role in a busy office environment. He or she must be able to prioritise to achieve deadlines and will have highly effective written and verbal communication skills. The Administrative Assistant must be able to work 35 hours spread over five/six days per week. As Foxlease is open seven days a week, the post holder will be required to work varied shifts including mornings, evenings, weekends, and bank holidays. Applications The closing date for applications is 29 May Please complete the application form and equal opportunities monitoring form and return them by post to Human Resources, Girlguiding, Buckingham Palace Road, London, SW1W 0PT or by to Candidates will be shortlisted on the basis of the application form. Those who are successful at this stage of the process will be invited to attend an interview. Unfortunately we are unable to give feedback to those who are not shortlisted; however, we will, if required, provide feedback to those who have attended an interview. Interviews Interviews will be held in the week commencing 02 June 2014 at Foxlease, Clay Hill, Lyndhurst, Hampshire SO43 7DE. Please note that it is not Girlguiding s policy to reimburse applicants in respect of travel expenses to attend interviews.

5 Job Description Basic job details Job Title: Administration Assistant Grade: Date Evaluated: Reports to: Events Coordinator Department: Foxlease Overall purpose of job To offer effective and efficient administration support to the centre, responding to enquiries, taking bookings, and completing any administration required to ensure the smooth running of activity at the site. Main areas of responsibility To offer front line customer service, responding promptly to customer enquiries and providing information in a friendly and efficient manner. To receive and process bookings for all types of activity at the centre using Cinolla. To assist with administering programme, training and conferencing at the centre. To undertake basic financial tasks, for example processing payments and raising invoices, to support the finance administrator during busy periods or to cover annual leave. To maintain relevant paper and electronic filing systems, including customer records and booking systems. To assist in the daily operation of the site including room and camp site preparation and allocation, liaison with the catering and cleaning teams and check out procedures. To establish and maintain any necessary booking systems held outside Cinolla. Knowledge and skills To have a good knowledge of Girlguiding s programme and is able to convey these to the membership in face to face, telephone and communication. To provide excellent customer service to guests and enquirers. To find effective solutions to administration issues, requesting support in decision making from senior staff where necessary. Problem solving To demonstrate the ability to resolve general customer queries, referring complex queries or complaints to the Assistant Manager or Manager as necessary.

6 Innovation To follow set procedures, occasionally being required to find alternative but effective and efficient ways of carrying out those tasks delegated to them. Planning & decision-making To adjust and adapt paperwork for planned events and activities to suit the nature of participating groups. To make decisions about suitable responses to customer enquiries, ensuring that bookings are made within set policies and procedures. Interpersonal skills To have the ability to build positive relationships with others in the team. To demonstrate a commitment to customer service, providing standard information and guidance whilst remaining friendly and positive in a busy environment. People development and leading To assist casual staff in the absence of senior staff members. Monetary responsibility: To ensure that tills are adequately stocked with change. To process payments in line with agreed procedures. Additional information To undertake any other duties which are commensurate with this role. This post includes overnight and weekend working.

7 Person Specification Criteria Assessment Essential or Desirable Skills Excellent Word and Excel skills A/T Essential Experience of using databases A/I Desirable Excellent administrative skills A/T Essential Effective written and verbal communication skills A/I/T Essential Basic numeracy skills A/T Essential Ability to deal with people at all levels A/I Essential Ability to work efficiently with minimum supervision A/I Essential Able to work flexibly and as part of a team A/I Essential Experience of A/I Essential Working in an administrative position Payment processing A/I Desirable Working in a customer-oriented environment A/I Desirable Knowledge of The principals of customer service A/I Essential The programmes offered by Girlguiding to its members A/I Desirable Values A commitment to the aims and values of Girlguiding A/I Essential Understanding of working in an equal opportunities environment A/I Essential Core Competencies Team Working A/I Essential Customer Care A/I Essential A = Application Form I = Interview T = Test

8 Terms & Conditions Contract Type This post is a full-time permanent post. Location You will be based at Foxlease, Clay Hill, Lyndhurst, Hampshire SO43 7DE. You may be required to travel inside the UK on business of the organisation. Salary/Rate The salary is 13, per annum. Working Hours The core hours of this post are flexible and vary in line with the business of the centre; however, they will be worked over five or six days per week. As part of this role, you will be required to work mornings, nights, weekends and bank holidays. Probationary Period The post will be subject to a probationary period of 26 weeks. Medical and Criminal Records Check This post may involve substantial access to young people and it is a requirement under The Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 that you submit a criminal record disclosure check. Upon successful appointment, you will be required to complete a medical questionnaire and criminal records check. Employment is subject to satisfactory receipt of a medical and criminal records disclosure check. Holidays 25 days paid holiday pa plus bank holidays. This increases after two years services as on 1 January to 26 days and then a further day for every two years of service, up to a maximum of 30 days for 10 years service and above. Notice Period During the probationary period, the period of notice required is one week by either party and will be subject to four weeks notice thereafter.

9 Terms & Conditions Benefits Pension Scheme Upon completion of three months service you will be eligible to join the Girlguiding Group Personal Pension scheme. The scheme is contributory. Full details are available from Human Resources. Interest-Free Season Ticket Loan You may apply for a loan to assist you with your journey to work upon successful completion of the probationary period. Simply Health You will have access to a voluntary healthcare plan that provides cash to employees to cover the cost of everyday healthcare, dental and optical bills. For more information regarding the employee benefits at Girlguiding UK, please refer to the Employee Benefits Guide in the benefits section of the website.

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