Administrative and Events assistant

Job Description

Job Purpose

To provide quality administrative support, across Play Wales, through effective planning and organisation. The post holder will also support Play Wales in the planning and administration of training and events, to help support the organisational objectives and outcomes.

Duties

This post will focus on assisting staff in an administrative capacity, delivering general office support and completing a range of administrative tasks. The post will also support the administrative and technical aspects of our training programme, which will include online seminars, as well as occasional blended and in person events. For this aspect of the post, you will administer bookings, liaise with speakers and ensure the smooth running of events.

It is essential that you have excellent organisational and multi-tasking skills, in person and online customer service skills, plus demonstrable experience of working as an administrator. Your duties will be administrative.

Tasks

• Liaise with people (in person, via email and by telephone) and provide information and assistance
• Monitor several email inboxes and respond to written enquiries
• Assist with scheduled distribution of Play Wales magazine and other mail-outs
• Contribute to the maintenance of an effective and efficient computerised and manual filing system
• To take minutes at meetings
• Liaise with Play Wales colleagues to discuss our programme of events and agree objectives
• Liaise with identified speakers for our events (gather information and presentations)
• Oversee bookings for events, travel etc, and subsequent communications
• Set up online events/meetings and providing technical support on the day
• Identify and liaise with event companies, venues and managing refreshments within a given budget
• Manage the evaluation and post-event communications
• Undertake reasonable duties, at the direction of the Operations Manager.

Person Specification

• Good working knowledge of Office 365, preferably for Mac
• Demonstrable previous experience of working in an office environment
• The ability to plan and prioritise, working on your own initiative, and the ability to work under pressure
• The ability to communicate effectively and work within a small established team
• Experience of planning and carrying out work to meet deadlines
• Demonstrable understanding of event management procedures
• Experience of using online conferencing systems for business events, for example Zoom and Teams
• Excellent in person and online customer service skills – written and verbal
• Good understanding of GDPR
• Keen attention to detail
• Ability to research, gather and process information
• Willingness to travel across Wales to events when needed.

The following are desirable skills that would enhance an application.

• Fluency in written and verbal Welsh
• Experience of minute taking
• Current first aid qualification
• A degree or equivalent qualification in a relevant subject.

Terms and conditions

Location : Office based in central Cardiff

Salary : £24,702 per annum pro rata £18,693 actual salary (NJC scales 8 to 11).

Hours : 28 hours per week over five days between the hours of 8:00am and 5:00pm (core working hours of 10:00am to 3:00pm are in place).

Contract : Part time permanent contract – six-month probationary period.

Office : Park House, Greyfriars Road, Cardiff CF10 3AF.

Job Type: Part-time

Pay: £24,702.00 per year

Expected hours: 28 per week

Benefits:

• Company pension
• Cycle to work scheme
• Health & wellbeing programme
• Sick pay
• Work from home

Schedule:

• Flexitime
• Monday to Friday

Work Location: In person

Reference ID: Administrative and Events assistant