Service Support Team Leader

Service Support Team Leader

Job Title:Service Support Team Leader

Scale:SO1 - £24 892 to £26 539

Reporting to:Contracts and Compliance Director

Hours of work:37 HOURS – occasional weekend/evening working may be required

Holidays:25 days A/L plus Bank Holiday and concessionary days

Based in:Dudley

Purpose of Role

Summit House Support is seeking to recruit and experienced Service Support Team Leader to supervise and manage the reception and administration team. They will support and assist the Contracts and Compliance Director with the Finance, IT, HR and Business Services functions, process all day- to-day transactions via the Sage accounting package, inward / outward invoicing duties including credit control, daily management and accounting for the Debtors and Creditors ledgers, liaising with the external payroll provider, and preparing data and reports as required.
The ideal candidate should be at least AAT qualified (or equivalent) with relevant experience in a similar role. Experience in the voluntary sector would be desirable but is not essential.
Excellent communication skills are vital as the post involves interacting on a day-to-day basis with Directors and managers. A high level of accuracy and clear presentation of work are key requirements within this position.

Main Duties

•To supervise and manage the reception and administration team, ensuring the smooth running of the services; monitoring work and ensuring quality standards are met. This will include recruitment, staff induction, ongoing supervision and appraisal, identifying training needs and assisting in staff development.

•To work with the Service Delivery Team Leader to supervise and manage the volunteer team. This will include recruitment, induction, ongoing supervision and appraisal, identifying support and development needs. Ensuring organisational excellence by working towards the Investing in Volunteers quality mark.

•To ensure the building is in a state of operational readiness. This will include procuring and organising premises maintenance, cleaning services and other support services as required. Liaising with the Contracts and Compliance Director to ensure best value by monitoring costs and re-sourcing where appropriate.

•To accurately and efficiently record and reconcile all financial data in the Company records and to liaise with the Company accountants, the Charity Commission and other bodies in ensuring the accurate and timely reporting of performance.

•To administer a robust financial system for ordering, purchasing and paying invoices in liaison with the Contracts and Compliance Director. To administer petty cash, ensuring that a weekly count is undertaken and cash ordered as required.

•To act as Site Safety Officer ensuring compliance with Health and Safety Procedures, undertaking generic risk assessments, screening workstation assessments and ensuring all equipment and furniture is compliant with Health and Safety regulations.

•To undertake the role of local IT contact, liaising with external provider and ensuring all queries are dealt with in an appropriate and timely manner

•To develop and maintain appropriate office administrative and business support systems to ensure the consistency of systems and procedures across the service

•To ensure compliance with data protection policies and information security policies. Ensuring that staff, volunteers and visitors adhere to procedures.

•Facilitate and assist with organising SHS meeting, events and training.

•Carry out any other duties as required, consistent with the post.

Generic responsibilities

•Ensure compliance with legal, ethical, regulatory and social requirements

•Manager personal resources and own professional development

•Ensure all duties are carried out in a manner which promotes SHS equality and diversity policies

•Undertake other activities as required

•Promote a health and safety culture within the workplace, observe all health and safety rules and procedures and all attend training courses as required

•Ensure essential information of a sensitive or personal nature is not disclosed to or discussed with inappropriate persons

•All information must be maintained in accordance with the Data Protection Act

•There will be an occasional requirement for travel

•Occasional evening/weekend working may be required

Person Specification / Essential / Desirable / Assessment
•Experience of working in a busy office environment / Y / A/I
•Experience of managing and supporting both staff and volunteers / Y / A/I
•Experience of financial systems, including SAGE 50 Accounts plus / Y / A/I/E
•Excellent IT skills / Y / A/I/E
•Experience of developing and maintaining a wide range of administrative systems / Y / A/I/E
•You will have excellent written and verbal communication skills / Y / A/I/E
•Provide a welcoming environment / Y / A/I
•Able to maintain a calm attitude under pressure / Y / A/I
•Able to work as part of a team, participating in discussions, supporting others and sharing knowledge to enhance team performance. / Y / A/I
•Ability to work on own initiative / Y / A/I
•Understanding of Health and Safety policy and procedures / 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

Version 1.0ITApril 2014

Charity Reg. no: 1111309 Company no: 5494923