Job Description
The Company
Lincoln Business Improvement Group (Lincoln BIG) is a city-centre-management organisation, which aims to put Lincoln on the map as a retail and tourist destination, and to improve the experience of Lincoln city centre for those who visit, live and work there.
The Position
The Office Administrator, reporting to the Relationship and Operations Manager will provide the central administrative support to the Lincoln BIG team working across a range of internal functions to ensure the efficient running of the business.
Working with the Relationships and Operations Manager, you will be expected to administratively support the function of many projects of the business.
The Office Administrator will work with the team in meeting with members as and when required, responding to enquiries and needs from our members while supporting the delivery of our business strategy.
In your role as Office Administrator, you will lead on all enquiries relating to events and activities, providing complete administrative support to ensure our delivery aims across the city centre are supported and managed.
You will act as the first point of contact for all general enquiries while acting as front of house for all internal and external meetings with guests visiting the Lincoln BIG office.
Main Duties
- Act as the first point of contact for Lincoln BIG, answering all inbound telephone calls, directing calls, emails, taking messages where appropriate and dealing with general enquiries and distributing to relevant members of staff where relevant.
- Provide general administrative support as and when required by the management team. To act as front of house, greeting guests and general reception duties.
- To assist the Relationships & Operations Manager in administering the Lincoln BIG Bus and Car Park Schemes including:
- Processing new car and bus passes and the renewal of existing customer passes
- Keeping accurate and timely records
- Ensuring that member details are kept up to date
- Distribution of bus and car park passes and permits
- Maintain required files and record systems (paper and electronic) in an accurate, up to date, secure and orderly fashion, ensuring compliance with relevant Data Protection requirements. Including the company data base (BIDBase)
- Making proactive calls to levy payer member businesses to maintain regular communications with our members and to task relevant team members with any follow up actions as and when required.
- Support the team with the administration of events/projects under the direction of Relationships & Operations Manager.
- To carry out general administrative duties.
- To support stakeholder and partner meetings (as and when required)
- To ensure that all duties are carried out in line with Company health and safety requirements.
To carry out other duties as may be required within the general scope of the post
This job description reflects the core activities of the post. As the service and the post-holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasise of the post itself. We expect that the post-holder will recognise this and will adopt a flexible approach to work. This could include undertaking relevant training where necessary.
Person Specification
This section describes the knowledge, experience and competence required by the post-holder that is necessary for an acceptable standard of performance in carrying out this role.
Essential / Desirable
Qualifications
General standard of education with a minimum of GCSE English and Maths or equivalent
Experience of using Microsoft Office programmes
Knowledge and Experience
Excellent administration skills
Working for a charity / not-for-profit / small organisation
Skills
Strong organisational skills with the ability to work un-supervised
Strong customer service skills with the ability to respond to customers’ needs
Well-developed verbal communication skills with the ability to communicate with people at all levels
Well-developed written communication skills with the ability to write for a range of purposes
Good team working skills
The ability to prioritise and work on own initiative
Flexible approach to working hours to cover occasional evening and weekend events/meetings when necessary.
To have enthusiasm, reliability, flexibility and self-motivation
Personal Attributes
· Good time management skills
· Ability to plan and organise
· Good Administration skills
· Excellent people skills
· Excellent communication skills
· Excellent team player
· Flexibility to changes in routine
· Good understanding of producing minutes, agendas, reports
· Ability to work independently
· Excellent organisations skills
· IT skills (Microsoft Office)
Contracted hours – Monday to Friday. This role could be Part Time or Full Time depending on the individual.
The role will be based at our Grantham Street office.
Following successful probationary period, you will be entitled to join the company’s Pension and Westfield Health Insurance scheme
To apply please send a covering letter and CV
Closing date for applications: 12.00pm Thursday 22nd June 2023
Interviews will be held on: Friday 23rd June 2023
Job Type: Full-time
Salary: £19,000.00-£21,000.00 per year
Schedule:
Work Location: One location
