Administrator / Receptionist

Contract:
Contract
Category:
Full Time
Job Sector:
Administration / Office Work, Education / Teaching
Region:
South Wales
Location:
Cardiff
Salary description:
£19, 892.60 pa
Posted:
17/07/2019
Start Date:
ASAP
Recruiter:
Early Years Wales
Job Ref:
EYW/AR/0619

Early Years Wales are currently looking for an Administrator/Receptionist

(2 year contract)

Hours of work: 35 hours per week 52 weeks of the year Monday - Friday

Salary: £19,892.60 per annum

Benefits: 23 days holiday per year, Company pension scheme

Location: Cardiff Head Office

Closing date: 19th July 2019

Interview date: To be confirmed

Probationary period: 6 months

Purpose of the role:

To provide a professional, friendly, efficient and effective ‘front of house’ service at Head Office and an efficient and accurate administrative support service to all national and regional staff.

MAIN DUTIES:    

  • Meet and greet visitors
  • Book internal and external meeting rooms
  • Deal with incoming calls, taking accurate messages where necessary and pass these on in a timely manner
  • Log post in and out (including recorded / special deliveries)
  • Deal with info@earlyyears.wales emails and field out appropriately
  • Manage calls from regional offices when they are not available
  • Organise travel / hotel bookings
  • Provide administrative support to Trustees
  • Undertake the distribution of printed materials when requested
  • Monitor stock levels of printed materials
  • Provide general administrative support to Head Office and regional teams including preparing letters / certificates from templates, photocopying
  • Receive and collate accountability diaries from Regional Managers for all regional staff and file centrally
  • Deal with information requests as directed by PA
  • Distribute payslips / P60’s / P11d’s as required

PROJECT MANAGEMENT:

  • Provide administrative support to ensure processes are created, embedded and adhered to
  • Co-ordinate and collate project information as required
  • Undertake specific projects as required

STAKEHOLDER MANAGEMENT / STRATEGY:

  • Identify opportunities for collaborative working / partnerships and refer to line manager to develop

TENDERS / BIDS:

  • Provide administrative support in preparing and submitting tenders and bids

MARKETING / PR:

  • Promote aims and principles of Early Years Wales wherever possible by:
    - Verbal means
    - Attendance at local networking events
    - Taking part in promotional activities / events
  • Feedback compliments and complaints and suggestions to PA / Office Manager and CEO

PERSONAL DEVELOPMENT:

  • Keep aware of developments and best practice in your field of expertise
  • Take responsibility for your own personal development by raising ideas, suggestions and opportunities with your line manager at any time
  • Maintain a personal CPD log

BUDGET MANAGEMENT:    

  • Complete monthly hours sheet

MEMBERSHIP:

  • Ensure boundaries between members and non-members are retained when giving advice / support
  • Ensure that any issues that need dissemination to members are passed to the Marketing & Communications department

PERSON SPECIFICATION

EXPERIENCE:  

Desirable:

  • Experience of office administration and reception work
  • An understanding of the activities of Early Years Wales

QUALIFICATIONS:    

Essential:

  • GCSE or equivalent in English and Maths, grade C or above

Desirable:

  • NVQ Business Administration
  • NVQ Customer Service

SKILLS:    

  • Strong customer service skills
  • Highly organised and efficient
  • Ability to communicate orally and in writing with people from a wide variety of backgrounds
  • Accurate numeracy skills
  • Reliability
  • Flexible approach
  • Ability to work independently and use your initiative
  • Ability to work alone and as part of a team
  • IT literate

Please download and complete the attached application and monitoring forms below:

Mae Blynyddoedd Cynnar Cymru’n chwilio ar hyn o bryd am Weinyddwr / Derbynnydd 

(Cytundeb 2 flynedd)

Oriau gwaith: 35 awr yr wythnos, 52 wythnos y flwyddyn Llun - Gwener

Cyflog: £19,892.60 y flwyddyn

Buddion: 23 diwrnod o wyliau’r flwyddyn, cynllun pensiwn y Cwmni

Lleoliad: Y Brif Swyddfa, Caerdydd

Dyddiad cau: 5 Gorffennaf 2019

Dyddiad cyfweld: i’w gadarnhau

Cyfnod prawf: 6 mis

Diben y swydd: 

Darparu gwasanaeth ‘blaen y tŷ’ proffesiynol, cyfeillgar, effeithiol ac effeithlon yn y Brif Swyddfa a gwasanaeth cefnogi gweinyddol effeithlon a chywir i bob aelod o staff cenedlaethol a rhanbarthol.

PRIF DDYLETSWYDDAU:

  • Cyfarfod a chyfarch ymwelwyr
  • Archebu ystafelloedd cyfarfod mewnol ac allanol
  • Ymdrin â galwadau ffôn, cymryd negeseuon cywir yn ôl y gofyn a'u hanfon ymlaen yn brydlon
  • Cofnodi’r post i mewn ac allan (gan gynnwys danfoniadau cofnodedig / arbennig)
  • Ymdrin ag e-byst info@earlyyears.wales a’u hanfon ymlaen yn briodol
  • Rheoli galwadau o swyddfeydd rhanbarthol pan nad oes neb ar gael
  • Trefnu archebion teithio / gwestai
  • Darparu cefnogaeth weinyddol i’r Ymddiriedolwyr
  • Trefnu dosbarthu deunydd print ar gais
  • Monitro lefelau stoc deunyddiau print
  • Darparu cefnogaeth weinyddol cyffredinol i dimau’r Brif Swyddfa a’r rhanbarthau gan gynnwys paratoi llythyrau / tystysgrifau o dempledi, llungopïo 
  • Derbyn a didoli dyddiaduron atebolrwydd gan Reolwyr Rhanbarthol ar gyfer pob aelod o staff rhanbarthol a ffeilio’n ganolog
  • Ymdrin â cheisiadau am wybodaeth yn ôl cyfarwyddid y Cymhorthydd Personol
  • Dosbarthu slipiau tâl / P60 / P11 yn ôl y gofyn

MANYLEB PERSON

PROFIAD: 

Dymunol:

  • Profiad o weinyddu swyddfa a gwaith derbynfa
  • Dealltwriaeth o weithgareddau Blynyddoedd Cynnar Cymru

CYMWYSTERAU:   

Hanfodol:

  • TGAU neu gyfatebol Graddfa C neu uwch mewn Mathemateg a Saesneg

Dymunol:

  • NVQ Gweinyddu Busnes
  • NVQ Gwasanaeth y Cwsmer

SGILIAU:

  • Sgiliau gwasanaeth y cwsmer da.
  • Eithriadol o drefnus ac effeithlon
  • Y gallu i gyfathrebu ar lafar ac yn ysgrifenedig gyda phobl o amrywiaeth eang o gefndiroedd
  • Sgiliau rhifedd cywir
  • Dibynadwy
  • Agwedd hyblyg
  • Y gallu i weithio’n annibynnol a defnyddio’ch menter
  • Y gallu i weithio ar eich liwt eich hunan ac fel rhan o dȋm.
  • Llythrennedd TG

Company Description

Early Years Wales
(formerly Wales Pre-school Providers Association/yn flaenorol Cymdeithas Darparwyr Cyn-ysgol Cymru)


Early Years Wales is a national charity and membership organisation that promotes and supports bilingual pre-school care, education and learning through play across Wales.


Our association supports the development and implementation of the Welsh Government’s policy agenda and commitment to childcare, education and play.


We help to ensure there are sufficient play opportunities for pre-school children that are child-focused and help promote their personal and social development.


We’re here to ensure families are given the opportunity to experience high quality, affordable, and accessible childcare in Wales.


Our mission: to enhance the development, care and education of bilingual pre-school children in Wales. Working in partnership with families, parents and carers to understand and provide for the needs of children through high quality pre-school provision. Support adults to gain skills and confidence to make the best use of their knowledge and resources, for the benefit of themselves and their children.

Download Documents

Closing Date:
19/07/2019

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