Technical Administrator

ST DAVID’S VALUES
St David’s Children Society is a registered and approved Voluntary Adoption and Fostering Agency covering the geographical region of Wales. The person who holds this position is expected to have full regard to the values of the organisation and be prepared to operate within its ethos and its services’ vision and mission statements.

CORE STATEMENT OF POST
Is principally to fulfil the objects of St David’s Children Society, which relate to the provision of permanency arrangements for children. The post holder will be part of an administrative team that aims to provide creative, responsive services to those using the AFKA Cymru service and those working in the AFKA Cymru team.

THE ROLE
The Technical Administrator plays a central part in AFKA Cymru’s service. They take a lead role in the provision of a technical online service, as well as an administrative, secretarial and reception service and assists in the provision of information and advice to the general public, member agencies and specialist disciplines.

KEY TASKS
Main Duties
• To provide an administrative, secretarial and reception service.
• To act as a front-line response service to members of the public, professionals, and other key stakeholders.
• To support and facilitate online and in person training and conferences.
• Administration and secretarial support to the Service Manager
• Administration and secretarial support to the Trainer Consultants
• Administrative and secretarial support to the Legal Consultant.
• Administrative and secretarial support to Associate Trainers (employed on an ad hoc basis).
• To respond to incoming emails in a timely manner, ensuring that information is shared with the correct person within the team.
• To provide a front-line reception service for the service and to assist other technical administrators during times of sickness or annual leave.
• To deal with internal and external telephone enquiries and written enquiries about child care issues, at times without reference to the consultants.
• Monitor Tender opportunities circulated via email.
• To develop and maintain appropriate technical online systems.
• To assist the Service Manager in the production of reports including gathering relevant information and statistics.
• To order and maintain stocks of stationery, publications and other resources.
• To support online technical services to ensure the effectiveness of online training delivery.
• To support and facilitate the technical operation of online and in person conferences.
Training, meetings and conferences
• In collaboration with the Service Manager, to manage requests for commissioned training and to undertake associated administrative tasks.
• To word process a variety of documents including training confirmation letters, programmes, handouts and other documentation as required.
• To be responsible for training materials and delegate packs for distribution.
• To design fliers for workshop & conferences.
• To source venues and negotiate costs within an agreed budget for conference and workshop events.
• To organise and co-ordinate arrangements for Workshops and Conference events in Wales and to assist with other National events as required.
• To take responsibility for administration of conferences including contact with speakers and Chair in terms of their presentations and any relevant papers.
• To be the technical organiser and facilitator of online conferences, taking responsibility on the day for all technical aspects.
• To be the link person for any IT requirements and to be responsible for organising catering for such events.
• To attend conference events and in collaboration with the venue staff, be responsible for the smooth running of the day.
• To organise meeting rooms for in person, including ensuring VC arrangements are in place, if required.
• To organise online meetings for special interest group meetings.
• To attend special interest group meetings to take the minutes, at times reflecting complex discussions, and to collate and distribute papers in liaison the with Chairperson.
• To record relevant information on spreadsheets and databases which will be required for inclusion in reports.
• To send a monthly spreadsheet report to the Finance and Resource Manager in terms of income generation targets.
• To attend team meetings for AFKA Cymru.
Financial
• To send a monthly spreadsheet report to the Finance and Resource Manager in terms of income generation targets.
• To liaise with Finance and Resource Manager in raising invoices for services provided including attendance at conferences, workshops and the delivery of training courses.
• To liaise with the Finance and Resource Manager of St David’s Children Society to pay invoices for services/items purchased with the authorisation of the Service Manager.
• To take responsibility for administering petty cash and to provide a monthly return to the Finance and Resource Manager.
• To assist with the submission of mileage expenses for AFA Cymru staff as required.
• To ensure that agreed budgets are adhered to in terms of organising conference and workshop events.
General
• To carry out any other tasks that may be delegated appropriate to the grade.
KEY EXPECTATIONS
• To work in a manner which is in keeping with the equal opportunities and anti-oppressive practice standards of St David’s Children Society.
• To adhere to Health and Safety regulations and maintain a safe working environment.
• To work accountably within all the organisation’s policies and procedures, including acceptable usage of IT, Confidentiality, Data Protection and Equal Opportunities.
CONFIDENTIALITY
It is expected that all staff employed by St David’s Children Society will understand that our work is confidential and that personal details must not be divulged to members of the public. This obligation will continue indefinitely even after termination of employment.

QUALIFICATIONS AND EXPERIENCE
The post holder will be expected to demonstrate their suitability for the post.
See Person Specification for full details.