JOB DESCRIPTION

JOB TITLE:Welfare Support Service Administrator

REPORTS TO:Welfare Support Services Manager

SALARY:£17,505

TIMES OF WORK: Full Time (35 hrs)

OFFICE BASE:Disability Can Do Centre, Bryn Lane Pontllanfraith

JOB PURPOSE

To assist the organisation in carrying out the following:

  • To provide a professional administrative support and secretarial service to the Organisation’s welfare support service.
  • To keep up to date with the Welfare Support Service Manager, and relationships between individual teams and committees, particularly the trustee Board in order to facilitate the smooth running of the organisation and its services.
  • To take minutes at internal and external meetings, ensuring signed copies are maintained in appropriate systems and follow up action takes place within agreed timescales.
  • Support and supervision of volunteers

MAIN TASKS AND RESPONSIBILITIES

  • To assist with the provision of services to clients and other organisations.
  • Undertake all administration duties in support of the Disability Can Do welfare support service.
  • Complete case file/administrative typing in line with the organisations processes and policies.
  • To undertake office reception duties, both in person and on the telephone, including taking messages for other staff.
  • To operate manual and computerised office systems, for example filing papers and maintaining databases.
  • Drafting and sending standard letters.
  • Arranging for documents to be printed.
  • Monitoring stocks of basic items, for example stamps and stationery.

Meetings and other events:

  • To assist the organisation of conferences, and other events relevant to the welfare support service, including arranging refreshments, booking venues
  • Responsible for organising meetings of the Welfare Support Team and other meetings as required.

GENERAL RESPONSIBILITIES

  • Inputting calendar dates on behalf of senior staff.
  • Make stationery and supply orders.
  • Photocopying and filing
  • Assist with the compilation of reports if required.
  • To assist the organisation by despatching mailings to clients and other organisations by post or email.
  • To deal with routine telephone and written enquires from clients and other organisations, including requests for briefings, reports and other written materials.
  • To assist with the production of publicity and promotional materials.
  • Undertake any other duties as required by the Welfare Support Services Manager

The post holder will be working in a developing environment and will therefore be expected to undertake other appropriate duties as required for the effective operation of the Organisation and its services.

STANDARDS AND ETHOS

  • Post-holders are expected to be aware of work pressures on other colleagues and proactively offer to assist where their workload allows.
  • It is important that candidates have the ability to think strategically and creatively, to plan, organise and manage workload effectively.
  • Must be able to multi-task and handle multiple demands, stretching targets and to grasp new concepts quickly.
  • Be able to support diversity and equality of opportunity in the workplace.
  • Contribute to team meetings and organisational priorities and abide by organisational policies and practices.
  • Responsibility for health and safety in the area under his/her control and ensure that he/she is familiar with the organisations policy on statement on health and safety.

PERSON SPECIFICATION

Factor / Essential Key Attributes
Experience and Qualifications /
  • Administration work within an office environment.
  • Demonstrate an ability to work on own initiative and as part of a team.
  • Desirable that candidate has previous experience of liaising/working with volunteers.

Skills and Attributes /
  • Use of MS Office, particularly Word/Excel.
  • Good interpersonal/written and verbal communication skills.
  • Ability to build and maintain working relationships both internally and with external contacts.
  • Ability to prioritise a variety of tasks to meet tight deadlines.
  • Good proof reading ability.
  • Demonstrate a high level of accuracy and attention to detail.
  • Flexible approach to work with ability to adapt to new working processes.
  • Ability to remain calm under pressure.
  • Ability to be discrete with confidential information.
  • Ability to work with minimum supervision.

Technical
Qualifications. /
  • GCSE English (or equivalent)
  • Typing/Word Processing to RSA II (or equivalent) or alternatively experience to a similar standard.