Millfields Trust Are Recruiting a New Team Member!

The Millfields Trust are looking for a friendly, helpful and skilled Administrative Assistant to
join our small team.

Millfields Trust is an established social enterprise working to regenerate the Stonehouse
neighbourhood of Plymouth.

Administrative Assistant Details

The main duties of this role will be to assist with all aspects of the administration of the Millfields Trust, working closely with the Chief Executive and the Senior Administrator. The position is based in Stonehouse, Plymouth, and is part time.

The Role

The responsibilities and Duties of this roll will include:

  • Greeting and directing visitors, in a friendly and helpful manner. Maintaining the parking log and dealing with deliveries, answering the telephone, dealing efficiently with queries, transferring of calls, and recording of messages.
  • Undertake duties in respect of conference bookings. This will include taking and recording of bookings, servicing of refreshments, and preparing the conference rooms to a high standard. Ensure invoicing spreadsheet is maintained and passed to accounts fortnightly.
  • Checking receipts and replying promptly to emails, sending emails to customers and tenants.
  • Making up, filling, and archiving where necessary of tenant documents. This includes being responsible for changing signage when tenants move in or out.
  • Maintaining databases in respect of members and directors.
  • Opening and date stamping of the Trust’s mail as it arrives and passing onto the Chief Executive for distribution.
  • Being responsible for frequently checking vacant office postboxes for incoming mail.
  • Monitor and maintain all stick levels for stationery. Compile orders to re-stock and agree expenditure with the Senior Administrator.
  • Provide administrative support to the Business Development Managers. This includes the programming of access fobs for new tenants and removal of tenants from the access system after vacating.
  • Assist in organising events for the Trust as required. For example, AGM and celebration events i.e ice cream day for tenants.
  • Where necessary provide administrative assistance with project work being undertaken by other members of the Millfields family. E.g Millfields Inspired and MakersHQ.

All postholders are expected to:

  • Adhere to company policies and procedures (e.g Health and Safety)
  • Familiarise themselves with the staff handbook.
  • Adhere to the Trust’s Diversity and Equality policy and attend training courses.
  • Maintain personal and professional development in order to maintain their skill levels and participate in the appraisal process and any training and development that is recognised and agreed with the line manager.

This job description is not definitive or exhaustive and may be reviewed in the light of changing
circumstances at a personal or organisational level. Any changes will be made in consultation with
the postholder through the appraisal and review process.

Person Specification

Experience and Knowledge

Essential:

  • At least 2 years’ administrative experience.
  • At least 1 years’ experience of working in a customer facing role.
  • Good understanding of general office administrative systems and processes.

Desirable:

  • NVQ level 3 in Business and Administration.
  • Knowledge of community interest companies (CIC’s) and the Trust’s area of benefit.

Skills and Abilities

Essential:

  • Organisational skills.
  • Proficient in the use of Microsoft Office.
  • Able to provide excellent customer service.
  • Excellent numerical and literacy skills in order to undertake a range of tasks.
  • Excellent eye for detail.
  • Willingness to undertake training as and when required.

Personal Qualities:

  • Flexible and adaptable.
  • Self-motivated
  • Ability to relate to people in a professional and helpful manner and to deal sensitively and diplomatically with all requests and enquiries.
  • Able to work accurately with good attention to detail.

Location: Plymouth
Salary: £23,100 pro rata
Job Types: Part-time, Permanent
Hours: 20 hours per week (afternoons) (days to be agreed)

Please email info@millfieldstrust.com for an application pack or call Naomi Lloyd on 01752 660837 to discuss the role in more detail.

Alternatively you can download the application pack here

For information on the work of the Millfields Trust, please take a look at our website

Deadline for applications – 5pm on Friday 10th March 2023.

Provisional date for interviews – Monday 20th March 2023.

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