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WorkPlace Leeds Recruitment Information SheetKey Terms and Conditions of Employment
Service WorkPlace Leeds
Post: Administrator
The administrator may be expected to work some hours outside of the usual 9.00 – 5.00pm working week as this service delivers some evening courses which the administrator may be occasionally be required to support.
Hours: Full time – 37 hours
Grade: Scale 4 – point 18 - 21
Salary Range: £17,333-£19,317
Location: Based at De Lacey House, Kirkstall,
Responsible to: WorkPlace Leeds Team Leader
Annual leave: 28 days + 8 Statutory Holidays
Pension: 3% contributory pension scheme
Probationary Period: All posts are subject to a six month probationary period
May 2016
Job Description 1
Administrator – WorkPlace LeedsIntroductionWorkplace-Leeds is a partnership between Leeds Mind, Community Links and Touchstone, funded by NHS Leeds to deliver a mental health employment service in Leeds. The WorkPlace Leeds Employment service is part of a city-wide employment strategy that aims to help people who have been affected by mental health problems to take the steps necessary to enter some form of employment or training. Workplace-Leeds is a partnership between Leeds Mind, Community Links and Touchstone, funded by NHS Leeds to deliver a mental health employment service in Leeds
Purpose of the Post Supporting and delivering key administrative tasks at Workplace Leeds Devising strategies to ensure the smooth and efficient administration of
service delivery for staff, clients, visitors and contractors. Recruiting and supporting admin/ reception volunteers to carry out core
admin /reception tasks.
Key duties and responsibilities1. Managing and staffing reception (telephone & face to face)2. Using appropriate computer programmes (e.g. word processing/ spreadsheets/
database etc) to create letters, reports, documents, statistical information, website
updating, input data as required3. Responsibility for ordering stationery and other supplies 4. Responsibility for the collation of service related statistics and data to
enable completion of the commissioners quarterly reports 5. Receive and field telephone calls to the service, dealing with routine
enquiries or direct to the appropriate member of staff6. Arrange and service meetings, incl booking and preparing meeting rooms,
using the electronic calendar) providing/arranging hospitality, taking minutes and distributing relevant paperwork
7. Administration of the petty cash system 8. Deal with all incoming and outgoing mail
Information Management1. Responsibility for notice-boards and any other promotional materials2. Input data on databases and spreadsheets to maintain and analyse this
data as required3. Keep records and file documents appropriately4. Effectively use, maintain and develop manual and electronic office systems
e.g. filing, document storage 5. Use of social media, including Twitter and Facebook, for promotion and
publicity
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Service 1. Supervise and support volunteers who help with reception duties (including
their training and development)2. Responsibility for Health and Safety administration at De Lacey House3. Make new clients and visitors aware of the Health and Safety procedure4. Monitor the general state of the building, notifying the Manager of any
maintenance needs and liaise with the building manager/contractors regarding any repairs or alterations to the building
5. Assist with Induction procedures for new members of staff, volunteers and clients.
6. Maintain good communication with colleagues, partner organisations and signposting agencies
7. Raise purchase invoices and inputting invoices onto the purchase ledger 8. Attend and contribute to team meetings and other meetings as required 9. Undertake any other reasonable duties as required to effect the smooth
running of the service
Service and Organisation Admin 1. Ensure that everyone who contacts us has a good quality, prompt,
welcoming and seamless experience 2. Assist with recruitment of Workplace Leeds admin/ reception volunteers in
line with Leeds Mind Volunteering framework 3. Support WorkPlace Leeds admin/reception volunteers, helping as
appropriate with their training and development and ensuring they have a good and productive experience at Leeds Mind
4. Participate in promotion of Leeds Mind, publicity of the service and organisation by attending appropriate events
5. Take a lead on and demonstrate customer care and ensure a high quality of delivery in all aspects of your work
6. Put into working practice the principles of confidentiality and boundaries in an office environment
Training & Development 1. Participate in 1:1s, performance management and development, staff
development and training, 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. Promote the values, ethos and philosophy of Leeds Mind at all times 2. Be involved with wider organisation activities 3. Work within the framework of Leeds Mind’s policies and procedures at all
times 4. Exercise confidentiality as and when necessary and to comply with the Data
Protection Act
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It is Leeds Mind’s policy to make reasonable adjustments to enable workers with disabilities to undertake the above tasks
May 2016
Person SpecificationAdministrator – WorkPlace Leeds
Essential/Desirable Qualifications1. Relevant IT qualification e.g. CLAIT, ECDL E
Experience of:1. Minimum of 2 years’ experience of working in an office
E2. Providing effective and efficient administrative support to a team with
Evarying needs and demands E
3. Reception and telephone workE
4. Establishing and managing administrative systems both manually and electronicallyE
5. Working as part of a small teamE
6. Monitoring and evaluationE
7. Supporting and supervising volunteers D
8. Lived experience of mental health difficultiesD
Skills and Abilities:1. Proficient with Microsoft Office programmes (Word, Excel, Outlook, Access
and Powerpoint E2. Excellent administrative and organisational skills
E3. Ability to take the initiative and problem-solve
E4. Willingness to work flexibly and learn new skills
E5. Ability to work well under pressure and to a consistently high standard
E6. Ability to minute/take notes at meetings
E7. Ability to work on own and as part of a team
E
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8. Ability to deal with clients in distress on the telephoneE
9. Highly organised and self-motivated; able to effectively manage a widevariety of tasks and objectives
E10. Excellent communication skills, (written and verbal) and interpersonal skills
E11. Good numeracy skills and the ability to administer a petty cash system
E12. Use of social media, including Twitter and Facebook, for promotion and
publicity E
Knowledge and understanding of:1. The handling of confidential information in an administrative setting
E2. The importance of effective information and administration to a busy team
working with a wide range of people across multiple services E
3. Your own support and development needsE
4. Anti-discriminatory practice and promoting diversityE
May 2016
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