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Administration AssistantJob Description

Part time: 15 hours per weekWorking Hours: 5 hours per day, Monday, Wednesday and FridayLocation: Based in BCPC officesSalary: 12,000 pro rataManager: BCPC Executive DirectorSummary: Manage telephone/email enquiries, general administration duties

and to support the BCPC Executive Director.

OVERALL PURPOSE

Provide an effective and responsive service to members and students;

Provide administrative and clerical support to the organisation;

Maintain membership and subscription records;

DUTIES AND RESPONSIBILITIES

Administrative duties including:

General correspondence, receipt and dispatch Dealing with queries

Photocopying

Collating documents

General filing

Updating and maintaining records:

Access databases Staff files Student Files

Reference materials

Organisation of meetings

Maintenance and distribution of agendas and supporting materials.

Minute taking provide minute taking cover for certainboards/committees.

Marketing Assisting with the preparation of training materials

Assisting with the preparation of marketing materials

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Administration of Membership Acting as the main contact for members requiring

assistance/information.

Be responsible for the accurate upkeep of membership details on thedatabase.

Assisting the Executive Director in improving the database.

Adding and removing members each year and developing processes

to simplify accurate and timely updating. Taking care of emails and any other notices to be sent to the

membership.

Administering the annual subscription renewal process (in conjunctionwith the Financial Administrator and Executive Director).

Conducting the year-end mailing to the membership plus any othermember mail-outs.

Coordinating the AGM, in conjunction with the Executive Director.

Administration of Courses: Course administration ensuring the effective management of

incoming applications and subsequent recruitment to courses. Assist the Executive Director with the update and issuing of course

materials such as the Course Handbooks (formatting and printing),Placement Agency Lists, Examiner Lists, Approved Therapist lists andthe like.

Clerical Services:

Store and distribute key documents such as the student handbooks,

course prospectuses, and similar materials. Provide some clerical services to teaching management, tutors and

trustees. Provide some clerical support to the Executive Director and Financial

Administrator.

Perform other related duties, commensurate with grade and status asmay reasonably be requested by the Executive Director, Head ofTraining and Financial Administrator.

Office Cover and Continuity Support:

The Administration Assistant will also receive training in the key,business critical duties of the Executive Director and FinancialAdministrator, so as to have knowledge of essential functions in thecase of unexpected staff absences. This will be of a minimumstandard to be able to run the office short term and having a workingknowledge of the Offices Operational Manual, being able to train newreplacement staff in its essential systems, processes and documentuse.