Administrator

Main responsibilities

• Ensure the day to day smooth running of administrative systems within the Citizens Advice Bureau.
• Provide receptionist support for advisers and staff in the Saltcoats Citizens Advice Bureau.

Duties

• Log all incoming post into the bureau in accordance with office procedures and link it with the relevant office files to pass to specialist advisers within the bureau.
• Log all outgoing post from the bureau and ensure timely posting of the mail.
• Liaise with bureau staff and volunteers to ensure that relevant stationery stocks are ordered and maintained to a prescribed level to allow the bureau to function smoothly.
• Put together and maintain a data base of contacts of where leaflets and information can be ordered from.
• Keep a regular check on leaflets held within the bureau to ensure that stocks are available where appropriate and that the most up to date information is available.
• Ensure that Advisers communication files are kept up to date with the latest information supplied by the Service Manager.
• Keep a regular check on office notice boards to make them as informative as possible for both Volunteers and Clients, ensuring that mandatory display information is kept up to date.
• Ensure that all Photocopiers/fax machines/ Printers are well stocked with paper for the day's business.
• Carry out scanning duties for the bureau ensuring that all scanned documents are meticulously named in accordance with the bureau procedures for easy retrieval.
• Carry out photocopying duties for bureau adviser volunteers when requested to do so.
• Maintain the office filing systems to ensure easy retrieval when files are required.
• Carry out other occasional ad hoc duties as requested by the Service Manager.

Person specification

• Organised with good time management skills.
• Good interpersonal Skills.
• Ability to file alphabetically.
• IT Skills are desirable but not essential (but must be willing to learn).
• Flexible attitude.
• Can work under minimum supervision.