About The Role

Job Purpose

To deliver professional, efficient, flexible and responsive business support services to aid the smooth running of the charity and on a rota basis, support the day-to-day operation of AFG's 'Collaboration Hub' in Liverpool by maintaining a professional, welcoming and well-organised environment. This may include undertaking routine checks of meeting rooms, shared workspaces and communal areas, ensuring they are left tidy and ready for use, reporting any issues requiring attention and encouraging good workplace etiquette amongst colleagues and visitors

Key Accountabilities and Responsibilities

• To provide a high level of administrative support and organisational skills to support the business in delivering our core activities and business priorities.
• To communicate with, and support, a wide range of internal and external stakeholders – providing support and information as required and appropriate.
• To promote best administrative practice across AFG at all times, suggesting improvements to working practices including the use of technology to increase administrative efficiency.
• To promote the highest standards of service and a professional, welcoming and friendly atmosphere and maintain confidentiality at all times
• To maintain stationary supplies and manage stationery requests/orders as required for business delivery, following the agreed procurement process with suppliers
• Receive and action requests for meeting rooms on site at the head office or off-site. For on-site, liaising with on-site concierge for availability and booking equipment and catering where required through approved suppliers, keeping a log of all bookings & invoices. For off-site, maintaining a list of preferred venues and organising off-site meetings as per requestor requirements.
• Provide administrative support to the planning and facilitation of digital and face-to-face Senior Leadership Team, Executive and Board workshops/meetings including but not limited to attendance tracking, sourcing appropriate venues, catering and accomodation where required.
• Collate the papers for the operational level group meetings following up any outstanding papers in accordance with the deadline for reports and escalating to the lead Functional Director where necessary
• Circulate agendas and papers for operational group meetings, taking full and accurate minutes and in addition maintaining and action logs and following up any actions to be completed, prior to each meeting.
• Ensure the papers for the meetings reflect the correct reference and item number and are formatted in line with AFG templates and branding
• To answer any overflow calls that come through from the switchboard promptly and professionally, redirecting calls as appropriate, using manual or computerised databases, for example Jabber
• Manage all incoming organisational post, scanning and forwarding on to relevant departments. Keeping an accurate log of all forwarded communications
• Manage all incoming deliveries ensuring checking, receipt, secure storage and organising onward transport / distribution as required
• Manage outgoing post including franking and posting including batch requests across the organisation working collaboratively with colleagues from other departments
• Book train travel and hotel accommodation for staff as requested
• Manage the “Reception” & general “Ask” email inboxes, actioning requests where appropriate and diverting to relevant departments as necessary
• Manage the production of security badges, including electronic activation and uploading photo ID to Select HR records, keeping accurate records and mailing badges to staff
• Report any breakdowns or Head Office maintenance issues to Estates/IT and ensure they are actioned in a timely manner, logging all requests, and escalating where required.
• Proficient use of all Microsoft Office packages to provide administrative support across the organisation, contributing to the development of reports and efficient record keeping.
• Maintenance of the archiving database, ensuring accuracy of data input