Leeds Mind Recruitment

Information Sheet

Key Terms and Conditions of Employment

Service:Wellbeing

Post:Office Coordinator and Information Manager

Hours: 37 hours per week, including one evening (up to 8pm)

Salary Scale:5 points 22 - 25

Salary:£20,661-£22,658

Contract lengthPermanent

Location:Clarence House, 11, Clarence Road, Leeds LS18 4LB

Responsible to:Team Leader (one to one support)

Annual leave:28 days + relevant Statutory Holidays (pro rata)

Pension:Pension based on 3% contributory pension enhanced by salary exchange

Probationary Period:6 months for all posts

June 2017

Job Description

Office Coordinator and Information Manager

Introduction

Leeds Mind is a progressive mental health organisation that supports people, experiencing mental health difficulties, to flourish. We are committed to developing services that are sensitive to individual need and of measurable benefit to users.

The wellbeing service offers a range of services, including one to one support (key working, befriending, shared houses and self-directed support), counselling and group therapy and peer support group work. These services support people to develop the skills, confidence and tools to better manage their mental health.

We are seeking to recruit an Office Coordinator and Information Manager, who has the knowledge, skills and experience to support the development of our data analysis, performance reporting information and administrational processes for the 1:1 support and counselling and group therapy services. The post holder will also manage Clarence house reception staff and volunteers and develop admin volunteering opportunities to support these services.

Purpose of the post – this role will:-

  • Ensure the provision of efficient and effective administration for the 1:1 support and counselling and group therapy services.
  • Develop and maintain appropriate information, monitoring and reporting

systems including databases, spreadsheets, website and social media

  • Oversee data analysis for the services and produce high quality performance and monitoring reports
  • Ensure the efficient management and provision of Clarence House reception.

Main duties and responsibilities

Service administration (1:1 support and counselling and group therapy)

Ensure all administrative functions are effective. To include:-

1.Receive and manage service enquiries (emails and phone calls)

2.Process referrals, send acknowledgment letters, update waiting list, archive client information once discharged

3.Attend and minute meetings as needed

4.Process volunteer applications

5.Management of office supplies

6.Responsible for internal communications and external promotional activities.

7.Manage payments for the counselling service and petty cash

8.Provide an evening counselling reception function one evening/week.

9.Generate and manage invoices

10.Effectively use, maintain, manage and develop office/service systems

Development and management of information systems

1.Develop databases and spreadsheets to maintain and analyse data as required

2.Develop robust information and data resources for the service

3.Generate reports from databases and other sources as required.

4.Monitor and utilise service feedback and assessment/exit data (outcome star, CORE)

5.Update the relevant service section on the website

Management of Clarence house reception

  1. Line management of reception staff
  2. Recruit,train and supervise reception volunteers
  3. Co-ordination of reception volunteer rota, providing cover for any gaps.

Training & Development

1.Participate in performance management and development, including Leeds Mind compulsory training programme

2.Take responsibility for personal learning and development where appropriate and undertake training, both mandatory and optional, to increase knowledge, skills and awareness in line with identified targets and objectives.

Organisation

  1. Attend and participate in service/team meetings
  2. Work within the framework of Leeds Mind’s policies and procedures at all times
  3. Promote the values and ethos of Leeds Mind at all times.
  4. Promote the possibilities for empowerment of service users.
  5. Demonstrate a commitment to personal development
  6. Be involved with wider organisation activities
  7. Undertake any other reasonable duties as and when required

This job description may be subject to change.

It is our policy to make reasonable adjustments to enable workers with disabilities to undertake the above tasks.

June 2017

Office Coordinator and Information Manager - Person Specification

Essential / Desirable / Shown by
Qualifications /
  • Relevant IT qualification e.g. CLAIT, ECDL, or equivalent experience
/ Application form
Experience of: /
  • Working in a busy office (minimum 2 years)
  • Establishing and managing administrative and information systems.
  • Understanding and experience of working with databases, word processing, spreadsheets and the internet
  • Analysing data and producing high quality and robust performance reports for monitoring and evaluation purposes.
  • Experience and understanding of the importance of handling all information confidentially especially in an administrative setting
  • Recruitment, training and management of volunteers
/
  • Producing publicity material and use of design programmes
  • Demonstrable experience of presenting complex information in a simple and professional way
  • Managing and updating website content
  • Management of staff
/ Application form and interview
Skills /
  • Clear and effective interpersonal and communicationskills
  • Autonomous, ability to prioritise effectively with high level of organisation skills
  • Good numeracy skills and the ability to administer a petty cash system

Knowledge of /
  • Data Analysis
  • Excel

Ability /
  • Able to work to and meet deadlines and balance the demands of a complex workload
  • Able to work on own and as part of a team
  • Able to take the initiative and problem-solve
  • Able to work well under pressure and to a consistently high standard
  • Able to deal with clients in distress on the telephone

Attitude and Personal Attributes /
  • Willingness to work flexibly and learn new skills
  • A commitment to working positively with the public
  • Highly organised and self-motivated person who can efficiently and effectively manage wide variety of tasks and objectives
/ Application form and interview