May 2018

JOB DESCRIPTION

Job Title: / Adult Carers Administration Officer
Salary: / £16,397 per annum
Hours of Work: / 35 hours per week
Contract Type: / Permanent

Background

PKAVS is a leading charity in Perth & Kinross, enhancing lives and connecting communities through diverse services in the areas of Carers, Mental Wellbeing, Minority Communities, Third Sector support and volunteering. Every year PKAVS enhances the lives of over 5000 local people, helping them to overcome barriers and achieve their goals.

The adult carers service offers information, advice and support to adult carers and works in partnership with other agencies to deliver a range of activities to enable adult’s with caring responsibilities to live a life away from caring. Integral to this approach is the provision of direct support services, including benefits information, access to training opportunities, respite through our day club services as well as group and one to one support, advocacy and access to funding for person centred respite breaks, complementary therapy sessions, completion of an adult carer support plan which should be regularly reviewed and signposting onto other appropriate support services.

Role

This job role will provide extensive administration support to all aspects of the work completed by PKAVS adult carer’s staff. This will include information gathering, data collection, maintaining databases with up to date information, recording of information, providing management information reports that are required for funders and stakeholders. The post will also include supporting volunteers to provide the necessary documentation required to allow them to start or continue to volunteer with PKAVS Carers Hub.

This role will also involve an element of General PA support to PKAVS Carers Hub manager and assistant manager. This will involve such tasks as diary management, minute taking and other general day to day assistance as and when this is required.

Key Objectives

  1. Processes are put in place to ensure that all data and records relating to the carers PKAVS supports are kept up to date and are kept safe and secure.
  1. Maintain databases with up to date information.
  1. Provide the information required by line managers for management reports and/or reports required by funders and other stakeholders.
  1. Carry out general PA duties as and when required by PKAVS Carers Hub manager and assistant manager.

Duties and Responsibilities

  1. Process all incoming mail for the adult carer’s team and distribute as necessary.
  1. Maintain and develop administrative & filing systems which support the effective delivery of the adult carers services, including the day services.
  1. Ensure all databases and procedures meet the reporting needs of the adult carers service required by funders and stakeholders.
  1. Word processing of letters, reports etc.
  1. Maintenance of the database.
  1. Ensure that all stationery requirements are ordered and supplied to the adult carers staff.
  1. Ensure that all data protection rules and regulations are being strictly adhered to.
  1. Help support new and existing volunteers with the documentation required to allow them to start or continue volunteering at PKAVS.
  1. Undertake personal training that will help support your development in this role.
  1. Offer PA support to the Carers Hub Manager and Assistant Manager as and when required.

This job description is broad-based and is not intended to be an exhaustive list of all possible duties as it is recognised that jobs change over time. Should the duties change significantly, the post and salary level will be fully reviewed.

Person Specification

Essential / Desirable
Experience
E1 / Demonstrate experience of working effectively in a broad administrative role / 
Knowledge & Understanding
E2 / Knowledge of management information reporting systems / 
D1 / Knowledge of issues specifically affecting unpaid carers / 
D2 / An understanding of the voluntary sector / 
Skills & Atrributes
E3 / Excellent written & verbal communication skills / 
E4 / Ability to show initiative, have a flexible can do attitude / 
E5 / Good time management skills & organisational skills / 
E6 / IT – high standard of literacy, Access databases, Excel spreadsheets, Word Processing / 
E7 / Ability to work independently and as part of a team / 

May 2018

Additional Information

Employer: / The post-holder shall be employed by Perth & Kinross Association of Voluntary Service Ltd.
(a registered charity in Scotland SC 005561).
Location of Work: / This post will be based at The Gateway, North Methven Street, Perth PH1 5PP or other sites/services as required by the organisation.
Responsible To: / Carers Hub Manager and Assistant Manager.
Probation: / This post carries a 6 month probationary period.
Induction: / A planned Induction Programme will be offered together with relevant job specific training.
Offer of Employment: / An offer of appointment will be made subject to two satisfactory referencesand eligibility to work in the UK.
Support and Supervision: / The post holder will receive regular support and supervision carried out by Carers Hub Manager.
Holidays / PKAVS determines annual leave entitlement in hours and not days to ensure equity for all employees by ensuring that staff who work variable hours/shifts do not receive either more or less leave than colleagues who work a standard shift pattern.
On appointment - 238 hours
Equivalent to 34 days
(28 days annual leave and 6 public holidays)
After 2 years - 252 hours
Equivalent to 36 days
(30 days annual leave and 6 public holidays)
After 3 years - 273 hours
Equivalent to 39 days
(33 days annual leave and 6 public holidays)
Please note that annual leave hours stated above are based on you working full-time. This will be calculated on a pro rata basis for part time staff.
Pension Scheme: / PKAVS Ltd operates an auto enrolment pension scheme.

PKAVS is an Equal Opportunities employer

Employee Signature: ______

Date: ______