JOB INFORMATION

Job title:Assistant Manager, London Family Courts

Department/Team:Service Department / Regional Team

Reporting to:Regional Manager

Salary range:£18,999 + £1,750 London Weighting = £20,749

Benefits:Up to 6% matched employer pension provision, childcare vouchers, and interest free loans for season tickets

Annual Leave:28 days (full-time), rising by one day per year to a maximum of 30 days

Public and Bank holidays

Contract:Permanent

Hours per week:Full-time (35 hours per week)

Location:CFC, London

JOB DESCRIPTION

Purpose of post

  • to support the Regional Manager in overseeing and coordinating all PSU services and activities falling within the Regional Manager’s management responsibilities
  • to support and enable an existing team of volunteers and help with recruiting, induction and training of new volunteers
  • to support the Regional Manager and regional Service Managers with project work, as reasonably requested by the Regional Manager
  • to maintain, monitor and, where appropriate, carry out regional set ups of new, efficient IT and administrative office systems and procedures as they are rolled out across the organisation
  • to contribute to community fundraising activities across the region, to achieve annual fundraising targets
  • to develop and maintain links with key staff and agencies, as appropriate under direction from the Regional Manager
  • to help evaluate the service and contribute to plans for improvements as required
  • to help support the Regional Manager and other staff in running the charity

Main duties and responsibilities

  1. Service related
  2. to help the Regional Manager to provide services for clients, and support the team of volunteers and stand in for the Regional Manager on occasions.
  3. to help to manage the volunteer rota, to ensure there are enough volunteers in the office each day.
  4. to enable volunteers to manage diary appointments and the daily flow of client work.
  5. to provide necessary support to volunteers when they are dealing with clients, including office, procedural and emotional support; and on occasion support clients directly.
  6. to update volunteers with changes happening in the organisation and at relevant courts.
  7. to help recruit and select volunteers, and organise and participate in their induction and training.
  8. to deliver training to new volunteers about the policies of the PSU, office procedures and the boundaries of their role, and contribute to wider reviews of training programmes.
  9. to integrate new volunteers into the office, by working through post-training documents (volunteer details & agreement, induction checklist etc.) with new volunteers on their first shadowing day, and enter volunteer details into our database, according to PSU data protection policies.
  10. to ensure that the service is offered and provided to its users in a supportive, helpful, and friendly way.
  11. to empower volunteers to refer litigants to other agencies, and help build up and maintain a database of information on appropriate services throughout the area.
  12. to help ensure that accurate records of all contacts with service-users are maintained.
  1. Administrative
  2. to be responsible for setting up computers/printers across the network, create user accounts; download and install security software; configure Outlook etc
  3. to work with the Systems & Information Manager to facilitate staff capacity with IT (training, FAQs etc).
  4. to support the Regional Manager with administrative tasks as reasonably requested.
  5. to coordinate local petty cash, enter month-end financial data for volunteer expenses and complete the financial control sheets.
  6. to support volunteers to enter client statistics online, and collate monthly data.
  7. to periodically update client indexes, merging all duplicate client files under one number, and archive old client files.
  8. to contribute to development of office systems and procedures to support the service.
  9. to contribute to regular reports on the service at the localPSU and associated locations, for the Leadership Team, the Board of Trustees and others.
  10. to monitor and replenish stocks of stationery and supplies.
  11. to ensure that office paperwork is kept in good supply and updated when needed.
  12. to work with the Regional Manager to organise training days and any staff meetings.
  1. Fundraising
  2. to be involved in organisational fundraising events, and organise fundraising activities as agreed with the Regional Manager, including occasional support on site at PSUs in the region.
  1. Promotion and policy
  2. to publicise the PSU and the benefits of the service for clients, to external organisations and potential funders.
  3. to support the PSU’s use and development of social media, for purposes of communication with and promotion to the legal community, potential referring agencies and clients.
  1. General
  2. To ensure that all work is carried out in accordance with the PSU’s equal opportunities, confidentiality, data protection and personal safety policies.
  3. The PSU is undergoing a period of change and this role is likely to develop accordingly.
  4. This job description is not exhaustive. You will be expected to undertake such other duties as may from time to time reasonably be required.

PERSON SPECIFICATION

Essential requirements

Qualifications

  • graduate or equivalent

Experience

  • experience of working in the public or voluntary sector, or a demonstrable aptitude for doing so
  • excellent computer skills, including IT set-up skills
  • comfortable working over multiple sites on occasions

Skills and Abilities

  • ability to deal with competing demands, calm and reliable under pressure, demonstrating sound judgement
  • demonstrable ability to build a relationship with and work as part of a close knit team
  • persuasive, authoritative, confident and decisive
  • enthusiastic, flexible, energetic and committed
  • diplomatic and tactful, concerned to maintain good relationships even when there are disagreements
  • ability to deliver a supportive service to vulnerable people
  • excellent writing and speaking skills suitable for a wide range of audiences
  • ability to work collaboratively and on own initiative
  • willingness to adhere to the PSU’s equal opportunities and confidentiality policies
  • ability to work effectively in partnership with other agencies
  • ability to plan and undertake evaluation
  • willingness to work occasional unsocial hours

Desirable requirements

  • at least 1 year’s successful experience in a service based organisation
  • experience of working with volunteers
  • ability to recruit, train and enable a team of volunteers
  • experience of delivering training
  • experience of fundraising
  • knowledge of the judicial and court process
  • knowledge/experience of online training mechanisms
  • experience of using social media in a work environment

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