Administrator (Wales Operations)

Job Description

Administrator (Wales Operations)

Responsible to:Head of Operations (Wales)

Payscale:14 - 20

Description of Role

• To provide a comprehensive, high quality and responsive administrative service to the Head of Operations (Wales) and all related services.

• To work as a team member in contributing to the continuous improvement of Sense administrative and management services.

Specific Duties

1. To provide administrative support under the direction of the Head of Operations

1. Maintain and develop computerised and manual record systems within the hub which support the Head of Operations and the Senior Managers in the following ways:

- Provide accurate activity and financial information which meet the requirements of external agencies such as Local Authorities and Health Boards

- Provide accurate information which meet the internal requirements of Sense

- To oversee Sense Cymru budgets along with the Head of Operations and Senior Management, ensuring these are kept on target by liaising with budget holders

- To maintain regular contact with colleagues in the Finance Section to deal with finance queries. To collate and submit monthly data returns for invoicing purposes and support in setting up Service Level Agreements for new contracts

- Collate and present statistics to the Head of Operations and Senior Management for use in reporting and tendering.

1. To process Sense claim forms and any other relevant financial transactions including variable input forms, invoices and expenses.

1. Receive and deal with initial telephone enquiries / conversations and visitors from internal colleagues and external professionals, deafblind people and their families in a sympathetic and competent manner.

1. Deal with routine correspondence, collate reports and undertake filing and photocopying.

1. Take minutes, notes and service meetings as requested by the Head of Operations

1. Organise meetings and events, e.g. be responsible for arranging invitations, rooms, refreshments, papers/reports, flip charts, power point presentations, receiving guests

1. Be prepared to assist in events such as Open Days, presentations etc, if necessary outside normal office hours.

1. To be responsible for the procurement and distribution of office equipment and various supplies, to ensure the smooth running of the services within the designated area.

1. To be responsible for archiving appropriate documentation relating to service users and staff.

1. Prepare travel itineraries.

1. Be prepared to travel to provide support as appropriate to the needs of the service.

1. Treat all staff and client-related matters in a confidential manner.

1. To comply with Sense policies and procedures regarding the operation of services, and the employment of staff, whilst actively promoting the principles of equal opportunities and working in a manner that maintains a safe, healthy and supportive environment.

1. Any other duties required that are consistent with the nature and grade of this post.

Terms and Conditions of Service

• Staff will be employed under the terms and conditions normally applicable to employees of Sense.

• The post holder will be required to attend staff training as appropriate to the job role.

• The main duties of the post are outlined above, but these may be subject to review and amendment according to the needs and the development of the service.

• The post holder may be required to undertake other duties as appropriate to the post, or subject to service need work elsewhere on a temporary basis.

• The post holder may be required to undertake any other duties as instructed by the Head of Operations, Wales.

Person Specification

Administrator (Wales Operations)

1

SC June 2017