AGE UK EAST SUSSEX

JOB DESCRIPTION

JOB TITLE: Team Administrator

JOB PURPOSE: To provide administrative support for our Help@Home and client support teams.

ACCOUNTABLE TO: Help@Home Supervisor

LOCATION: Hastings

HOURS OF WORK: 22.5 hours per week. 14 hours per week for the Help@Home service, 5 hours on Take Home & Settle and 3.5 on Home from Hospital

CONTRACT: This is a fixed term contract following six months’ probation period.

PURPOSE OF POST:

To undertake a wide range of administrative duties to support the Team, to include data entry, appointment setting, communication with clients and supporting the Supervisor with promoting the service and general administrative duties

DUTIES AND RESPONSIBILITIES

1. To support the Help@Home service and Hospital client support services with any administrative tasks

2. To input data on the Charity Log and People Planner databases accurately and within deadlines

3. To liaise over Help@Home client appointments, using People Planner and staff diaries.

4. To ensure that accurate client records are managed in a safe and confidential manner, ensuring documentation is kept up to date and when cases are closed, filed appropriately.

5. To deal with any incoming calls professionally, ensuring confidentiality is maintained at all times, with messages relayed accurately to the team.

H@H Admin JD final 30.05.2017

6. To keep up to date with service developments

7. To play a supportive role in the preparation of reports needed for service reviews.

8. To act as a contact for client enquiries and contact clients to receive feedback on the service.

9. To produce and send out mail merged letters using the data base and Excel

10. To support the Help@Home Supervisor and back office in generating accurate invoices

Other

1. To work within the terms of the policies and procedures adopted by Age UK East Sussex, with particular attention to equal opportunities, confidentiality, safeguarding adults at risk and health and safety requirements.

2. To be prepared to alter agreed weekly working arrangements on occasions to be able to attend meetings and events and/or to cover other team members’ sickness or annual leave.

3. To understand and act within our quality frameworks (currently ISO 9001 and Age UK Quality Standard)

4. To ensure that template (standard) documents for the service are developed, stored and reviewed in accordance with the template document procedure

5. To undertake other tasks and duties as may be reasonably required by the Supervisor or the Health & Community Development Manager.

6. To cross promote all AUKES services, products and commercial activities.

Training

7. To complete relevant training as agreed with your manager

8. To be committed to your own professional development

Signed: Signed:

Staff Member Manager

Date Date

H@H Admin JD final 30.05.2017

Person Specification

Attribute Quality Essential Desirable

Assessed

Education / qualification

Good standard of general education. GCSE or equivalent English and Maths.

E

E

Application

ApplicationExperience Proven administration experience.

Evidence of working on own initiative and autonomously.

Excellent organizational skills Telephone and communication skills. Experience of working in a team. Ability to handle confidential information

in a professional manner.

E

E

E

E

E

Application

Application

Interview

Application/ Interview

Application / Interview

Knowledge Good IT skills, competent user of Microsoft Excel and Word and a working knowledge of data bases.

E Application/Test

Skills and abilities

Ability to complete and produce statistical reports.

Able to produce accurately typed documents

Excellent telephone manner. Proven database skills. Ability to input data accurately. Able to meet deadlines and prioritise

workloads. Good organisational skills. Record keeping skills.

D

E

EEEE

EE

Application/ Interview

Application / Interview

InterviewApplication / InterviewApplication / Interview

Application/TestApplication / InterviewApplication

Commitment to adhering to Health & Safety procedures

Commitment to and understanding of equal opportunities.

E

E

Application / Interview

Application / Interview

H@H Admin JD final 30.05.2017