Reporting to: Office Manager
Job Purpose:To provide administrative and customer support and to undertake reception duties for the Free Representation Unit (FRU), ensuring the processes are carried out effectively and accurately. The Administrator will be responsible for carrying out the following duties:
1.1 Processing cases - identifying proper documentation, data entry and validation, correspondence and filing.
1.2 Linking correspondence to case papers and contacting relevant parties where appropriate.
1.3 Decisions procedure – data entry, communicating deadline compliance, correspondence.
1.4 Ensuring correct document retention, dealing with old cases, old post, archiving and any other processes to ensure the efficient and accurate administration of the casework.
2.1 Answering the phone, responding effectively to queries, by telephone, face to face and in writing, taking clear and accurate messages.
2.2 Welcoming clients, representatives and other visitors to FRUs office.
2.3 Ensuring proper administration of post, including collection, opening and dispatching mail.
2.4 Opening and distributing post – identifying and dealing with urgent information or difficult issues. Raising these issues with the appropriate staff.
2.5 Assisting with mail-outs.
2.6 Helping to identify how FRU can improve customer service.
Volunteer Representative Support
3.1 Providing help and support to volunteers.
3.2 Setting up and administering system user accounts for all volunteers.
3.3 Providing basic assistance with FRUs technology.
4.1 Dealing with all correspondence, identifying where queries are routine and can be answered by the post holder or where they need to be referred to other members of staff.
4.2 Assisting with filing and photocopying.
4.3 Assisting with training days and other events.
4.4 Drafting correspondence.
4.5 Updating and maintaining databases, where appropriate, ensuring compliance with the General Data Protection Regulation.
4.6 Taking minutes of meetings, as required, and circulating.
4.7 Opening and controlling access to the office and ensuring the health and safety of visitors.
4.8 Assisting in the effective implementation of new technology.
4.9 Liaising with third party suppliers.
4.10 Any other tasks as required from time to time for the smooth and efficient running of the office. Alongside responsibility for particular areas of the Unit’s activity (under the supervision of the Office Manager) in line with the above, the Administrator will assist the Office Manager & Chief Executive as required.