Administrators ensure that centre systems run smoothly. Good support is essential for the running of any organisation, and Citizens Advice is no different. There are many different administrative roles - we can match your skills and time available to the centre's needs.
Main duties and responsibilities include:
Correspondence, reports and other documents
- Word process letters, documents and reports as required
- Maintain statistics and collate and produce to a prescribed format
- Produce information from spreadsheets and databases
- Type letters and memos for organisation workers.
- Use photocopier, fax and other office machines as appropriate
- Update databases and information systems.
- Maintain filing systems in accordance with the organisation's systems and procedures
- Open, record and distribute incoming post, and prepare outgoing mail for despatch where required.
- Maintain stocks of leaflets and posters, and order from suppliers
- Display leaflets and posters in the general office, waiting room and interview rooms
- Maintain diaries and work records
- Answer the telephone and refer calls or take messages
- Arrange the collection and retrieval of records;
- Maintain information and records;
- Respond to enquiries from staff members;
- Maintain and enter data on user-friendly, computer-aided search systems
- Run reports on bespoke computer system to gather data
- Identify records for destruction and action accordingly
- Liaise with archiving organisation where required.
Other duties and responsibilities
- Abide by health and safety guidelines and share responsibility for own safety and that of colleagues
- Any other relevant administrative and support duties required to ensure the smooth running of the bureau
- Ensure that work undertaken reflects and supports the Citizens Advice service’s equality and diversity strategy
Personal skills and qualities that an office administrator needs:
- A commitment to the aims and principles of the Citizens Advice Service.
- To be organised and systematic.
- An understanding of the importance of Citizens Advice work.
- Excellent communication skills, both orally and in writing.
- A willingness to attend training and other meetings.
- To be able to work as part of a team.