Administrative Assistant

Job Description

Job Title: Administration Assistant

Reports To: Operations Manager

Salary Scale: £22,672 (based on Real Living Wage)

Location: Office based, Holywell

Hours: 40hrs per week (Flexible working)

1. JOB PURPOSE

The postholder will support the day-to-day management of the business in particular the administrative aspects of all projects overseen by Cyd Innovation Ltd.

The postholder will provide exemplary customer service and have previous experience in a customer facing role including the use of booking systems and CRM systems.

2. KEY RESPONSIBILITIES

1. To maintain accurate and detailed records of all interactions with clients

2. Arranging appointments with customers and booking meeting rooms

3. Responding to emails, answering calls, taking messages and redirecting calls as necessary

4. To ensure that all files and documentation are stored and maintained appropriately to demonstrate a clear audit trail;

5. To provide advice and support to householders

6. To represent Cyd Innovation Ltd at external meetings as required/directed;

7. Handle complaints with diplomacy

8. General office management such as ordering stationery and taking minutes

9. Basic website updates and social media posts

10. To undertake other such duties that are required from time to time to satisfy the needs of the service and commensurate with the scale of the post.

3. KNOWLEDGE & EXPERIENCE:

The Administration Assistant will:

1. be exceptionally customer focussed with an outstanding telephone manner

2. be willing to learn and have a keen interest in housing and/or the environment

3. have demonstrable experience of administration, ideally with a project-based dimension;

4. have excellent time management and organisational skills

5. have good verbal and written communication skills

6. have strong IT skills with experience of ‘Bookings’, ‘Word’, ‘Excel’ and ‘PowerPoint’ and CRM systems

7. confidently function independently and be part of a team

8. have initiative and provide solutions

9. always go the extra mile

10. be self-motivated and committed to the company’s success

11. have the ability to manage conflicting priorities

12. have a high level of emotional resilience.

Cyd Innovation has a positive work culture where all employees are supported, informed and have the resources they need to deliver their role. We are committed to the ongoing personal development of employees and have a generous holiday entitlement of 25 days plus bank holidays.

We also feel it’s important for employees to take care of themselves and offer a wellbeing hour every week to do as you please providing it enhances your wellbeing.

Person Specification:

Job Title: Administration Assistant

Essential Desirable How
Measured

Qualifications

Minimum of GCSE Grade C in both English and Maths ✓ F,C

NVQ Business Admin or similar – Level 2 or 3 ✓ F,C

Specialist knowledge and experience

Have demonstrable experience of administration on a ✓ F,I project management basis

Experience of supporting and assisting individuals ✓ F,I from vulnerable communities

Knowledge of the housing sector ✓ F,I

Awareness of Social Value ✓ F,I

Practical and Intellectual Skills

Ability to work on own initiative, planning work ✓ F,I schedules and working time

Computer literate (e.g. in Bookings, Word, Powerpoint, ✓ F,I
Excel)

Good communication and organisation skills, both ✓ I written and verbal

To be able to be discreet and aware of confidential ✓ F,I issues

Good inter-personal skills, in order to ensure sound ✓ F,I communications with external organisations and internal staff.

Personal Circumstances

Ability to work with minimal supervision ✓ I

Emotional Resilience ✓

Ability to work within a team structure ✓ I

Equality

Appreciation of equal opportunities in the workplace ✓ F,I

Understanding of importance of Welsh Language ✓ F,I
Standards and culture.

Ability to communicate in Welsh ✓ F,I

HOW ASSESSED: F= Application Form , I = Interview , C = Certificate

Job Type: Full-time

Salary: £22,672.00-£27,000.00 per year

Benefits:

• Company pension
• Flexitime
• Work from home

Schedule:

• Flexitime
• Monday to Friday

Ability to commute/relocate:

• Holywell: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Expected start date: 01/03/2023