Job Description
Programme Support Administrator
Maternity Mates /
Job Description
JobTitle: / Programme Assistant – Maternity Mates
Salary: / £20,000-£22,000 per annum
Hours ofwork: / Full-time - 35 hours a week
Core officehours: / Monday - Friday (9:30 am – 5:30 pm)
Time off inlieu: / Time off in lieu is taken within a month of it being accrued
Location: / The Brady Centre, 192 Hanbury Street, London E1 5HU (and work from our hub in Stratford)
Responsibleto: / Programme Co-ordinator – Maternity Mates
Probationaryperiod: / 2 months
Contractualstatus: / Fixed Term Contract from September 2017 to31stMarch 2019
Subject to renewal of grants
Pension: / 2% employers pension contribution
Background

WHFS (Women’sHealthFamilyServices)have over35years’experienceofworkingto address health inequalities in the London Borough of Tower Hamlets and surrounding boroughs throughvolunteer-led healthprojectswithinethnicminoritycommunities.

Theaimsoftheorganisationcontinueto focus on advancing health education and empowering women to improve their healthand wellbeing,andthatoftheirfamilies. WHFSstrivestoaddressunmethealthandwelfare needs in Tower Hamlets and surrounding boroughs and, in particular, for women fromthe Bangladeshi,Somali,VietnameseandChinesecommunitiesand,morerecently, thelocal disadvantaged whitecommunities.

Our Vision:

  • All women and their families are empowered to lead healthy lives.

OurValues:

  • Trust and Respect: we will build trusting and respectfulrelationships.
  • Confidentiality: we will maintain confidentiality in ourwork.
  • Honesty Professionalism: we will be honest and professional in all that wedo.

Purpose and Objectives

Each year, the Maternity Mates programme recruits and trains over 120 volunteers to provide peer support to more than 300 vulnerable pregnant mums across three East London boroughs. This role is critical to the efficient running of the Maternity Mates programme.

You will:

  • Provide administrative support to the programme co-ordinators
  • Provide administrative support for the programme events
  • Provide administrative support for the recruitment and management of volunteers
  • Maintain records on our database

Key Duties and Responsibilities
Programme Administration:
  • Arrange bi-monthly Steering Group meetings, preparation of agendas and minute taking and circulate relevant papers before and after the meetings.
  • Respond in a timely manner to enquiries with the appropriate information. Log details where necessary.
  • Prepare paperwork for meetings, training sessions and research sessions.
  • Book venues for meetings and training sessions
  • Print marketing materials and distribute to relevant organisations and people

General Administration:
  • Order stationary
  • Liaise with and manage printers
  • Order catering and refreshment supplies for meetings and training sessions
  • Any other general administrative duties that may arise

Volunteers
  • Prepare volunteer information packs
  • Co-ordinate volunteer interviews (with co-ordinators and Programme Manager)
  • Carry out DBS checks according to WHFS’s rules and maintain accurate records
  • Request references for successful volunteer candidates and ensure theses are received and uploaded onto the database against each record.
  • Arrange supervision meetings between volunteers and co-ordinators
  • Arrange and attend quarterly volunteer group support meetings
  • Maintain accurate records of each volunteer’s visit with mums
  • Establish and maintain system for the distribution and return of mobile phones
  • Ensure all volunteer expenses are submitted on time

Beneficiaries (mums)
  • Prepare and send information packs to mums/their maternity mate

Events
  • Organise and attend promotional events to increase awareness of the programme
  • Occasional weekend work is expected to be undertaken

Person Specification
Qualifications / Essential /
Desirable / Application
/ Interview
  • Degree or equivalent qualification
/ E / A
Experience / Essential /
Desirable / Application
/ Interview
  • At least one year’s experience of working in a similar role
/ E / A
  • Experience of working with volunteers
/ E / A/I
  • Experience of working in a team
/ E / A/I
  • Experience of using a database
/ E / A/I
  • Experience of working with East London communities or similar communities
/ E / A/I
Knowledge / Essential /
Desirable / Application
/ Interview
  • Knowledge of local communities in East London
/ E / A/I
  • Knowledge of health inequalities
/ D / A
Skills / Essential /
Desirable / Application
/ Interview
  • Excellent organisational skills – the ability to prioritise and manage workload conflicts whilst delivering to an excellent standard
/ E / A / I
  • Excellent attention to detail
/ E / A / I
  • Ability to set up effective processes and systems both electronically and manually
/ E / A / I
  • Team work and support skills
/ E / A / I
  • Excellent IT skills e.g. database, excel, Powerpoint
/ E / A/I
Core Competencies and Qualities / Essential /
Desirable / Application
/ Interview
  • Flexibility to a changing environment
/ E / A/I
  • Good Communicator
/ E / A/I
  • Solutions focussed
/ E / A/I
  • Organisation focussed
/ E / A/I
  • Maintain confidentiality
/ E / A
  • Approachable
/ E / A
  • Build good relationships both internally and externally
/ E / A/I
  • Willingness to learn and develop
/ E / A/I

020 7377 8725 / Page 1 of 4