Somerset Service Delivery Administrator

JOB DESCRIPTION

JOB TITLE: Somerset Service DeliveryAdministrator

HOURS:Full-time at 37hours per week, to include occasional evening and weekend hours

SALARY: £20,673 +5% pension contribution

RESPONSIBLE TO: Service Development Manager (Somerset and North Somerset)

BASED:Taunton

Annual Leave: 27 days plus bank holidays

12 months fixed term: (with an extension of another 12 months subject to funding)

Because of the nature of the post it is only open to female applicants and is exempt under Schedule 9 Part 1 Equality Act 2010. The successful applicant will be subject to a Disclosure and Barring Service check.

Main duties:

  1. Database Management and Monitoring
  2. Provide case administration for SARSAS services including counselling and specialist support ensuring all service users are assessed, allocated and responded to in a professional, fair and timely manner across all areas and focussing on Somerset and North Somerset hub and spokes
  3. Ensure the case allocation and management system is kept up to date
  4. Develop and maintain the service’s monitoring databases
  5. Maintain accurate records and data to ensure that all quarterly, annual and other statutory reports are submitted in good time to all relevant internal and external stakeholders
  6. Work with the Service Development Manager(Somerset and North Somerset) in the production of monitoring reports returns for all relevant internal and external stakeholders,and the rest of the Management and Coordination team when required for other tasks.
  1. External Communication
  2. Work with the SARSAS Administration team to Plan and deliver administrative tasks for internal and external events such as away days, training, Annual AGM and public meetings as required.

Work with the SARSAS administration team to maintain and update signposting and pathway resources

  1. Office Management
  2. Plan, organise and co-ordinate the effective day to day administration of theTauntonoffice
  3. Oversee the maintenance and development of office administration systems to ensure accurate and timely communication andretrieval of information, whilst maintaining security and confidentiality
  4. Respond to professional enquiries about SARSASservices, , send out information and signpost to relevant partner organisations
  1. General Administration
  2. AllTaunton office post and (generic) email management
  3. Maintenance of office supplies and sourcing goods and services ensuring fair trade, quality and value for money
  4. Manage and maintain petty cash, expenditure, keep records and report to the Finance Manager as required
  5. Assist the staffincluding sessional counsellors and volunteers with daily administrative tasks
  6. Assist with the administrative aspects of large or complex projects including recruitment and premises
  7. To provide administrative support in relation to quality management systems adopted by SARSAS including outcome monitoring
  8. Be responsible for responding to email and telephone enquiries from a range of sources in a clear, consistent and appropriate way
  1. General responsibilities
  2. To be the first point of contact in Taunton for survivors of rape or sexual abuse including young people aged 13+ who access SARSAS services, and to support them in a welcoming and appropriate way by phone and in person
  3. To respond to referrals and requests for support, liaise with service users, staff, sessional counsellors and volunteers to coordinate appointments for SARSAS specialist sexual violence support services
  4. To ensure that all work is carried out in line with SARSAS policies, RCEWNational Service Standards and Health and Safety legislation.
  5. To contribute to the ongoing development of the organisation by helping to improve systems and procedures
  6. To take a positive and proactive approach to problem solving in order to manage a varied work load and contribute to a positive working environment
  7. Ensure that SARSAS’s Health and Safety Policy is implemented and undertake risk assessments as required so that all necessary actions are taken to ensure that the organisation remains compliant and minimises risks.
  8. To attend team meetings, including regular meetings in Bristol, individual line management meetings, external supervision and other meetings as required
  9. Facilitate effective communication between the Taunton office team, Bristol office, administration team, counsellors, specialist support workers, volunteers and management at SARSAS and partner organisations.
  10. To take notes and minutes at SARSAS meetings as required
  11. To work with the SARSAS team to promote service user engagement at all opportunities
  12. To maintain self-care and own wellbeing
  13. To attend training as and when required
  14. To undertake other duties as required in keeping with the aims of the organisation.

PERSON SPECIFICATION Somerset Service Delivery Administrator

Criteria Essential Desirable / E / D
Knowledge and understanding
  1. Knowledge of data protection issues
/ E
  1. Knowledge of data performance management systems
/ E
  1. Knowledge of how to promote services including contacting the media
/ D
  1. Knowledge and understanding of the impacts of sexual violence
/ D
Skills and abilities
  1. Ability to create and manage administrative processes
/ E
  1. Initiative, flexibility and the ability to work without direct supervision as well as part of a team
/ E
  1. Ability to be flexible and adapt to changing circumstances of the role and the organisation
/ E
  1. Ability to prioritise tasks and work to deadlines
/ E
  1. Excellent written and verbal communication and interpersonal skills
/ E
  1. Excellent organisational skills
/ E
  1. Excellent ICT skills including the internet and Microsoft office (Word, Outlook, Excel, PowerPoint)
/ E
  1. Ability to remain calm and professional when under pressure
/ E
  1. Demonstrated aptitude and ability to work effectively with people with a broad range of difference including their ethnic, cultural, social backgrounds, their gender, age, religious belief, disability and sexual orientation
/ E
Experience
  1. Ability to carry out work discreetly and to maintain confidentiality
/ E
  1. A sound track record in office administration
/ E
  1. Demonstrable experience of organising and arranging public events
/ E
17. An excellent understanding of confidentiality and processing personal information. / E

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