Administration Officer

Service Support Team

Job Title:Administration Officer – (Job Share)

Scale:£17,714to £19,742– Pro Rata

Reporting to: Service Support Manager

Hours of work: 18.5HOURS (Wed, Thurs and Friday) – occasional weekend/evening working may be required

Holidays: 25 days A/L Bank Holiday and concessionary days – Pro rata

Based in:Dudley- with occasional travel across the West Midlands

Purpose of Role:

To assist the Service Support Manager in the delivery of an efficient and effective administrative function that will enable the service delivery function to meet its contractual obligations.

This role will encompass aspects of administration, finance and statutory compliance.

Main Duties

A)Administration

  1. To develop and maintain appropriate office administrative and business support processes to ensure consistency of administration services throughout the organisation
  2. Collation and secure retention of accurate data relating to client interventions and support services
  3. Provision of management information and reports as required in SHS contracts
  4. Provide administrative support to staff and volunteer recruitment, induction, and development, including the secure maintenance of documents and files
  5. To maintain stock control and procurement of stationary and other sundries including promotional and clinical stock.
  6. Organising SHS meetings, events and trainingto include taking minutes as required.
  7. Support the administration of training delivery

B)Finance

  1. To assist the Service Support Manager in the delivery of robust financial systems for ordering, purchasing and paying invoices
  2. Administer petty cash, ensuring that a weekly count is undertaken and cash ordered as required.
  3. Support the Service Support Manager to prepare accurate quarterly management and project accounts

C)Facilities

  1. To ensure the building is in a state of operational readiness. This will include liaising with the Service Support Manager to procure premises maintenance, cleaning services and other support services as required
  2. To support the office with the provision of IT services, liaising with external provider and ensuring all queries are dealt with in an appropriate and timely manner.

D)Statutory Compliance

  1. To assist the Site Safety Officer in ensuring compliance with Health and Safety Procedures through undertaking generic risk assessments, workstation assessments and ensuring all equipment and furniture is compliant with Health and Safety regulations
  2. To ensure day to day compliance with data protection policies and information security policies.

Generic responsibilities

  1. When directed by a manager, undertake any other task appropriate to the skillsand responsibilities of the role
  2. Ensure compliance with legal, ethical, regulatory and social requirements
  3. Manager personal resources and own professional development
  4. Ensure all duties are carried out in a manner which promotes SHS equality and diversity policies
  5. Promote a health and safety culture within the workplace, observe all health and safety rules and procedures and all attend training courses as required
  6. Ensure essential information of a sensitive or personal nature is not disclosed to or discussed with inappropriate persons
  7. All information must be maintained in accordance with the Data Protection Act
  8. There will be an occasional requirement for travel
  9. Occasional evening/weekend working may be required.

10.Undertake other activities as required

Person Specification / Essential / Desirable / Assessment
  • Experience of providing an effective administration function for complex areas of work
/ Y / A/I
  • Organised, with good attention to detail
/ Y / A/I
  • Previous experience of managing external suppliers
/ Y
  • Computer literacy in MS Word,Excel,PowerPoint,Publisher and Outlook and Database entry skills.
/ Y / A/I/E
  • Experience of financial systems and managing petty cash
/ Y / A/I/E
  • You will have excellent written and verbal communication skills
/ Y / A/I
  • Able to work as part of a team, participating in discussions, supporting other and sharing knowledge to enhance team performance.
/ Y / A/I
  • Ability to work on own initiative
/ Y / A/I
  • Experience of undertaking Health and Safety risk assessments
/ Y / A/I
  • Understanding and interest in the problems faced by vulnerable adults
/ Y / A/I

Assessed by: A = Application Form; I = Interview; E = Exercise

SO1

Key relationships

Include: Service users, Staff and volunteers, External agencies, Members of the public

The job description serves to illustrate the type and scope of the duties currently required for the above post and to provide an indication of the required level of responsibility. It is not a comprehensive or exclusive list and duties may be varied from time to time, they will not however change the general character of the job or the level or responsibility entailed