Welcomer / Administrator

Job Description

Welcomer / Administrator

Job Title: / Welcomer / Administrator
Salary Range/Grade: / Grade M - Spinal Points 13-18
Hours: / 37
Training Band: / 2
Work base: / Specified Wiltshire Cluster (may be asked to work across the Wiltshire cluster if required)
Reporting To: / Senior Practitioner Admin/Data
Responsible for: / N/A
Main Purpose of Job:

To provide a welcoming first point of contact for the Children’s Centres
To provide administrative support for all the children’s centre staff and activities.
To collate and input statistical information to enable monitoring and evaluation of the centres activities.

Performance Fundamentals:
Spurgeons has identified three performance fundamentals applicable to all roles in the organisation:

Providing Excellent Services
Managing Self and Others
Managing Resources

All job tasks and competencies are aligned with these performance fundamentals.
Performance Indicators and Targets:

Safeguarding incident reporting to timescale
Customer satisfaction is good
OFSTED Readiness Plans in place and responsive when OFSTED calls
Delivery of service to contracted outputs and outcomes (eg Estart reporting; Soft Smart data entry)

100% Health and Safety Accident reporting
Compliance with organisation audits
Fully compliance of Complaints policy
To adhere to Spurgeons vision and mission and to demonstrate Spurgeons core values of compassion, inclusivity and hopefulness in performing the essential duties and responsibilities of your job

Job Description
Providing Excellent Services

To provide a high standard of reception services where all visitors(children, parents, carers, professionals and other agencies) are warmly met and welcomed to the service.

To confidently use office equipment within occupational and safety guidelines and ensure the office facility is a productive work environment for all using it, this includes the administering of parking and traffic challenges linked to the service.

To be responsive and effectively communicate with service users, colleagues, professionals and other agencies face-to-face and through electronic message systems.

To work within the ethos and procedures of Spurgeons which include safeguarding, confidentiality, anti-discriminatory practice, and Health and Safety, effectively building and managing case files as appropriate.

To use IT software including database, presentation, spreadsheet and web-based software to design, compile and produce required documents for use within the service. This includes operating within Spurgeons financial systems.

To work flexibly and deliver services across the Spurgeons as directed.

Managing Self and Others

To perform service administrative tasks including storing, retrieving and archiving information; administering HR records and recruitment and selection processes; managing service diary; handling mail and mailouts; maintain and order stationary stock and service.

To be an effective team member who is able to communicate appropriately and professionally with service users, colleagues and multi-agency partners, contributing to the running of the service and is able to respond to ongoing change within the service.

To be responsible for own performance, regularly identifying areas to improve own performance, attending regular monthly supervision, participating in appraisals and undertaking identified learning and development identified in Personal Development Plan.

Managing Resources

To plan, co-ordinate and support the organisation of service meetings and events.

To prepare text and compile appropriate documents from minutes taken in meetings and notes provided by staff using wordprocessing and excel software.

To collate, organise, monitor and report data using Spurgeons Chyms data management software and service contracted systems including Outcomes Based Accountability and the SEF.

Person Specification
Attainments / In order to be considered for this post you will have to demonstrate that you already have: / Criteria

Qualifications

/ General education to GCSE standard preferably including Maths and English Language
NVQ 3 Business and Administration or equivalent
Evidence of recent and ongoing professional development/training relevant to the post / E
E / D

Experience

/ Experience of working in an administration office and team environment
Experience of customer service/reception duties
Experience of collating and maintaining computerised statistical and monitoring information
Preparation for meetings and set up of room and catering
Working within secure, confidential and data protection boundaries / E
E
E
E
E

Work Based Knowledge

/ An understanding of safeguarding responsibilities and procedures
Awareness of Health & Safety practice in an office environment
Some working knowledge of sourcing supplies and services, obtaining quotes, orders, purchasing, checking and invoice processing, handling petty cash / E
E / D

Skills

/ Excellent IT skills and ability to use Microsoft Office, Word, Excel, Publisher, Power Point and Outlook
Excellent interpersonal and communication skills – effective with a range of people within the service setting
Demonstrates an excellent customer service approach
Demonstrably accurate, methodical and organisedin an office environment
Proficient time management skills
Skills in collating, sharing and interpreting data / E
E
E
E
E / D

Special Job

Circumstances

/ This post has the following special circumstances:
A car driver and access to a car for work purposes
Regular travel within the designated service region
Flexible approach to hours due to possible travel and supporting the needs of colleagues and service users.
Note: If you have difficulty in meeting these conditions because of a disability or family circumstances, the Chair of panel will discuss it with you in order to consider reasonable adjustments to the job or working conditions. / E
E / D

Competencies (expected behaviours)

Within the main performance fundamentals Spurgeons identified ten core competencies that describe expected behaviours for which staff are required to work within, at the level of their role. For each post there are job critical competencies that are key in ensuring the role is done effectively which are complemented by other core competencies.

Please refer to Spurgeons Competency Framework for detailed descriptions.

Competencies / Level / Job Critical Competencies / Other Core Competencies
PROVIDING EXCELLENT SERVICES
Focusing on the Customer
To meet customers’ (service users and colleagues) needs and aims to continuously improve the services they provide to make sure customers receive an excellent service. / 2 / X
Safeguarding People
To ensure that all service users are appropriately safeguarded and that all staff are kept safe whilst working; safeguarding being always recognised as of paramount importance. / 2 / X
Delivering Outcomes
To ensure agreed outcomes are delivered in the most efficient and timely way by embracing a creative and entrepreneurial approach. / 2 / X
MANAGING SELF AND OTHERS
Providing Direction
Leading and providing direction to individuals, supporting and enabling them to make a positive contribution to the current purpose and future vision of the organisation. / 2 / X
Working as a Team
To work effectively with other people and use the diversity of the team to create a working environment which helps achieve the tasks. / 2 / X
Developing Self and Others
To behave ethically and professionally within your role, being aware of your own and other people’s strengths and weaknesses, and take steps to learn, develop and achieve high levels of performance in yourself and others. / 2 / X
Embracing Change
To embrace change effectively within services and departments through reflective, motivating and flexible leadership and team working. / 2 / X
Communication
To ensure the effective use of written and oral communication skills to convey information and ideas to individuals and teams within and outside the organisation and create opportunities for individuals to respond and provide feedback. / 2 / X
MANAGING RESOURCES
Making Evidence Based Decisions
To identify and use various sources of evidence, making meaning of it to understand how relevant and valid it is, to enable effective decision making that improves performance and delivers outcomes. / 2 / X
Planning and Managing Resources
To make sure the organisation delivers its key priorities, tasks and forecasts; effectively manage risks, relationships and use resources in efficient ways to deliver outcomes. / 2 / X

1 of 5