Greengage Administrator

Dear Applicant

GreengAge Administrator

Gofal is a mental health and wellbeing charity. Our GreengAge Project is funded by the Big Lottery AdvantAGE programme to address social isolation amongst older people and to promote wellbeing through participation in horticultural and social activities.

This is an exciting opportunity to be involved in the delivery of this unique project and we thank you for your interest in this project. Please find enclosed the following:

1. Information on the GreengAge project, Gofal and the post you are applying for.

1. Role Expectations and Person Specification.

1. Application Form.

1. Equal Opportunities Monitoring Form.

The closing date for receipt of your application is 9am Tuesday 19th March 2013. Please do ensure you return your application by this date as we will not consider any that arrive after this time.

Shortlisting will be held on 20th March 2013

Interviews will be held on Thursday 4th April 2013

Applications will be considered against the person specification and shortlisted candidates invited to interview. We therefore recommend that you read our Guidance notes (available on our website) before you complete your application.

We will contact you as soon as possible after the shortlisting date to inform you of the outcome.

Once again, thank you for your interest in Gofal and in particular the GreengAge project and we look forward to receiving your application.

Yours sincerely

Jo Thomas

HR Officer

Gofal – GreengAge Project

Post:Administrator

Location:GreengAge project - Cardiff.

Salary:£15,000 pro rata

Hours:Minimum of18.5 hours per week.

Contract: Fixed term to 31st October 2014

Holidays:26 days annual leave plus bank holidays pro rata.

Holidays increase by 1 day for each year of service up to a maximum of 30 days pro rata.

Pension:Pension in the form of a money purchase pension scheme:

-4.5% non-contributory employer contribution

-5.5% paid if employee contributes 1%

-6.5% paid if employee contributes 2% of more

Other Benefits:Income Protection

Life Assurance

Employee Assistance Programme

Opportunities for flexible working

Training and personal development opportunities

Gofal’s GreengAge project addresses social isolation and help to reduce the rate of general and mental wellbeing deterioration in people over the age of 50 years. The project will provide volunteering opportunities for older people to work with other older people to help them grow fruit/vegetables/ plants in their own homes, gardens or allotments, and provide support to participate in local horticultural and social activities.

The project provides a one to one befriending service with a specific purpose of encouraging participants to; grow food, increase their exercise, develop self-confidence, increase their social contact and participation in local activities.

The project is run by a paid staff team of four providing mentoring and specialist support to volunteers who will provide the one to one befriending support to beneficiaries of the project – as illustrated below.

Funding

The project is funded through the Big Lottery AdvantAGE funding programme and aims to reduce social isolation and reduce the rate of general and mental wellbeing deterioration in people over the age of 50 years.

The project is currently funded through this programme until October 2014.

About Gofal

Thinking differently about mental health and wellbeing

Gofal has been providing mental health and wellbeing services to people in Wales since 1990. We have come a long way since our first services opened in Bridgend, supporting the resettlement of people from the long stay psychiatric wards of Parc and Penyfai hospitals into homes in the community. We now operate across eleven local authorities in Walesand have a turnover in excess of £4million. We support over 2,000 people every year, employing around 130 people.

Our Vision

Good mental health and wellbeing for all

Our Mission

To have a positive lasting impact in all that we do by

• Working together to provide services that we can be proud of
• Demonstrating outstanding practice in relation to staff mental health and wellbeing, learning and development
• Challenging the way we all think about, talk about and respond to mental health and wellbeing in all areas of our lives
• Using our profile, influence and voice to improve the lives of people living with or at risk of experiencing mental ill health
• Increasing the range and reach of our services through targeted and sustainable business growth
• Spending our money where it will have the maximum impact

Our Aspirations

Gofal aspires to:

• Work with integrity and dignity
• Inspire and support people to exceed their expectations
• Develop a culture that is embracing and respectful of difference
• Communicate honestly and openly
• Be an organisation that is ambitious, creative and determined
• Create environments that are collaborative, supportive and empowering
• Be respected for our knowledge and expertise

GOFAL

Post:Administrator – GreengAge

Accountable to:Project Co-ordinator

Office Base:Cardiff with requirement for travel throughout areas of operation

Date:February 2013

Hours:Part-time (minimum of 18.5 hours per week)

Job Purpose

Gofal’s GreengAge project will address social isolation and help to reduce the rate of general and mental wellbeing deterioration in people over the age of 50 years. This post holder will:

● Support the recruitment, training and management of volunteers.

● Provide efficient and effective support to ensure that the project meets its objectives.

● Ensure a well maintained working environment.

The information below outlines the remit of the role, however no document can accurately cover all duties and the post holder will therefore be expected to carry out other duties commensurate with the scope of the role and across all areas of Gofal’s operations.

As with all Gofal posts work objectives will be set and monitored through regular meetings with line manager.

Role Expectations:

Volunteer Recruitment

1. To work with the Project team and Human Resources team to produce all necessary documentation for volunteer recruitment.
2. With the Project team and central marketing resource to promote volunteering opportunities in line with Gofal brand.
3. Co-ordinate all interviews, meetings and training sessions.
4. Ensure all relevant checks and other paperwork is completed and stored appropriate to meeting project and legal requirements.

Administration Support

1.To process all incoming and outgoing mail efficiently.

2.To set up and maintain effective filing systems.

3.To draft letters and other documents as directed with attention to accuracy, layout and organisation standards.

4.To assist with preparation of presentations and marketing material.

5.To use organisational databases to input and extract information.

6.To photocopy and prepare documentation as and when required.

7.To contribute to the development and implementation of procedures for the effective administration of the project.

Maintenance of Project and Office Environment

1.To provide a professional reception service responding appropriately to all callers.

2.To take accurate messages and ensure they are communicated to the relevant person.

3.To co-ordinate meetings and events at the request of colleagues

4.To organise and maintain stationery and other supplies to ensure the efficient running of the project.

5.To manage the petty cash for the project ensuring appropriate receipts and records are kept.

5.To liaise with external organisations to ensure equipment is maintained in proper working order.

6.To take responsibility for health and safety within the office.

Project Promotion

1. To accompany the Project Coordinator and Case Workers on promotional activities,

visits to external partners and agencies.

2. To actively seek opportunities to link with external agencies in order to promote

project.

3. To identify means of promotion and marketing in line with project and organisational policy

4. To distribute promotional materials.

5. To engage with promotional activities in line with project and organisational policies.

Other

1.To comply with all internal and external compliance requirements in the delivery of all aspects of the role expectations.

2.To provide administration support with project quality and outcome measurement tools including use of the recovery star.

2.To work as part of a team sharing knowledge and information to ensure project aims are achieved.

3.To liaise with other Gofal project and staff as well as external agencies and professionals where necessary and appropriate.

4.To participate in regular supervision, team meetings and objective setting with line manager.

Organisation Expectations

1.To carry out all duties in a manner that supports and compliments Gofal’s Vision, Mission and Core Beliefs.

2.To carry out all duties in line with all Gofal policy and procedures and relevant legal and regulatory requirements.

3.To carry out all duties in a manner that empowers both staff and service users

4.To carry out all duties in line with Gofal’s commitment to equality of opportunity

5.To present a professional and well presented internal and external image at all times

6.To demonstrate flair, initiative and a solution focused approach to fulfilling the Job Purpose and Role expectations.

7.To ensure constructive and productive internal and external relationships are developed and maintained at all times.

Individual Expectations:

1.To have the ability and confidence to make decisions within the authority of the role.

2.To recognise, respect and value other people’s differences.

3.To take responsibility for own personal development within the role and the organisation.

4.To be proactive in keeping up to date with developments related to the role.

Gofal

Person Specification

Post: GreengAge Administrator

Essential / Desirable / Assessed through (*)
Experience of
Providing the full range of office administrative support – including IT work, filing, reception service and maintenance of office supplies.
Setting up new office systems.
Involvement in the administration of recruitment processes.
Participation in promotional and marketing activities / E / D
D
D / App/Int
App
App
App/Int
Skills and Abilities
Effective communication skills, both verbal and written.
Ability to work with minimal supervision.
Ability to work as part of a team.
Excellent range of IT skills, including Microsoft office – word, excel, PowerPoint, outlook – and bespoke databases.
Ability to set up and maintain effective filing systems.
Ability to co-ordinate and service meetings.
Ability to communicate in Welsh. / E
E
E
E
E
E / D / App/Int
Int
App/Int
App/Int
App
App/Int
App
Knowledge and Understanding
Excellent customer service.
Health and safety office requirements.
Importance of quality management systems and reporting.
Mental health problems and how they can affect and individual’s life.
The impact of isolation on people’s health and wellbeing especially older people. / E
E / D
D
D / App/Int
App
App/Int
App
App
Attitudes
A demonstrable commitment to the Vision, Mission and Core Beliefs of Gofal.
A positive and non-judgemental attitude towards all people.
A self-starter, motivated and able to prioritise and deliver on work objectives but who is also able to take direction. / E
E
E / Int
App
App/Int
Other
Full current driving licence and access to your own transport
Qualification relevant to the work – eg. NVQ in Administration / E / D / App
App

(*)App – Application Form Int – At interview

Application for the post of: ______

Closing date for the receipt of application forms is: ______

This page will be removed from the application form before shortlisting, to enable us to shortlist candidates anonymously. Therefore please avoid using your name, elsewhere on the application.

PERSONAL INFORMATION

Surname
First Names
Address
(including postcode)
Contact Telephone Number
E-mail address

REFERENCES

At least one of your references should be a present or most recent employer, tutor, volunteer work supervisor etc. If your most recent employer is not in a similar field but you have worked with a vulnerable client group within the last 5 years then we will also require a reference from this organisation.

References will be requested after interview and Gofal reserves the right to contact any previous employer.

Name______
Address: ______
______
______Postcode______
Telephone no: ______
E-mail: ______
Relationship to yourself: ______/ Name______
Address: ______
______
______Postcode______
Telephone no: ______
E-mail: ______
Relationship to yourself: ______

Wellbeing

Gofal is committed to equality of opportunity and welcomes applications from all. When shortlisting applicants, the information used is that which relates to the person specification. Gofal upholds the commitments of the Disability Symbol. Where applicants meet all essential criteria then if a disability is declared an interview will be guaranteed and that applicant will not be further assessed against desirable criteria.
The Equality Act, 2010 defines a disability as:
“A physical or mental impairment which has a substantial and long-term adverse effect on a person’s ability to carry out normal day to day activities.”
With reference to the above statement do you consider yourself to have any disabilities:
YES / NO (please delete as appropriate)
If YES, please highlight any additional support or special arrangements you would require if you are shortlisted and invited to interview.

Are you subject to any restrictions which would prevent you from taking employment in the United Kingdom? (Documentary Evidence will be required)

YES/NO(please delete as appropriate)

If YES please provide details:

CRIMINAL CONVICTIONS

Gofal aims to promote equality of opportunity for all with the right mix of talent, skills and potential and as such welcomes applications for employment from a diverse range of candidates, including those with criminal records.
Due to the nature of our work with vulnerable adults, some posts at Gofal are exempt from the provisions of the Rehabilitation of Offenders Act and as such will request information on all convictions including those that would be deemed to be ‘spent’ under this act. Checks are made with the Criminal Records Bureau and any offer of employment is made subject to receipt of a satisfactory Disclosure.
A criminal record or conviction is not necessarily a bar to employment with Gofal and each case will be decided on the individual circumstances.
The above is the policy statement of Gofal, if you wish to see our full procedure then please do contact the office in confidence and a copy will be sent to you.

ADDITIONAL INFORMATION

How much notice are you required to give? ______
How did you hear of this post? Please specify : ______
Are you to your knowledge, known to any Trustee or employee of Gofal? YES / NO* (please delete as appropriate)
Details: ______
I confirm that to the best of my knowledge the information given in this application is true and correct. I understand that if any false information is given it may result in the withdrawal of an offer or termination of employment should I be appointed.
Signed ______Date: ______

EDUCATION

(Including secondary, further and vocational education)

Dates / Establishment / Qualifications and Grades

OTHER TRAINING ATTENDED

Dates / Course Details – Title and length of course

EMPLOYMENT

Please provide details of your work history, both paid and unpaid, in chronological order. Please ensure that you do not leave gaps unaccounted for. Gofal reserves the right to contact any of your previous employers
DATES / PAID OR UNPAID / EMPLOYER / POSITION AND DUTIES / REASON FOR LEAVING

SUPPORTING STATEMENT

Please use this section to provide your supporting statement which should address the criteria outlined in the person specification. The information provided in this section helps us to determine who to invite for interview. Before completing it you may find it useful to read our Guidance Document for Applicants document contained within the pack and available on the recruitment section of our website

Please attach additional sheets if required.

Please note that we do not accept CV’s in place of this section.

Supporting Statement of Applicant

DRIVING

Do you hold a current driving licence? YES/NO

Do you have your own transport, which you would agree to maintain and insure for work purposes? YES/NO

Are you willing and able to travel in connection with the requirements of the role.YES / NO

WELSH LANGUAGE

Do you speak: Welsh as a 1st language  2nd language  do not speak Welsh 

Thank you for completing the application form, please return by post or e-mail by the stated closing date.

By post:

HR Department, Gofal, 2nd Floor, Derwen House, 2 Court Road, Bridgend, CF31 1BN

Or by e-mail to:

Gofal is striving to ensure equality in its employment policies and as part of this; we are monitoring our recruitment practices. This will help us to identify areas of under-representation in our work force and to assess areas where action is required.

Your co-operation in completing this form would be greatly appreciated. We should stress that any information you give will be strictly confidential to the personnel section.

If you do not wish to answer any question (s) this will not affect your application in any way.

Post Applied For………………………………………… Date……………………….

Where did you see this post advertised…………………………………………..………………

Thank you for your time and co-operation in completing this form.

1. SEX

Are you :-

Male

Female

Prefer not to say

1a.GENDER IDENTITY

Is your gender identity the same as the gender you were assigned at birth?

Yes

No

Prefer not to say

Do you live and work full time in a gender opposite to that assigned at birth?

Yes

No

Prefer not to say

1. AGE

My age is:-……………………….

Prefer not to say

1. RELATIONSHIP STATUS

Are you:-

Single

Married

Divorced

Widowed

Co-habiting

Civil Union

Domestic partnership

Prefer not to say

1. DISABILITIES

The Equality Act, 2010, defines a disability as:
“A physical or mental impairment which has a substantial and long-term adverse effect on a person’s ability to carry out normal day-to-day activities”

Do you consider yourself to have disabilities?

Yes

No

Prefer not to say

Please specify:

Physical impairment

Sight loss or partially sighted

Hard of hearing

Deaf (non BSL user)

Deaf BSL user

Learning difficulties

Mental and emotional distress

A health condition e.g. HIV, multiple sclerosis, cancer

Prefer not to say