Job Title:  Office Administrator

Department:      Executive Team 

Basis of Appointment:  Full Time (38.5 hours)

Salary        £24,120 per annum

Location:      London

Changing the world takes passion and dedication

Isn’t it time that your passion and dedication be channelled towards a career and community that genuinely changes lives?

If you...

• want to transform your own life by transforming the lives of others

• crave a career that creates opportunity for others

• desire to make dreams come true for those who never thought it possible

• know that education is the foundation from which we can change the world

• believe that today’s young people can transform tomorrow

• strive for world peace and global sustainability

• dare to dream

...then a career with UWC could be the change you need. 

UWC is a global family of schools with a powerful difference. With a shared goal of working towards global peace and sustainability, we bring together young people from around the world to study in one of our 18 schools on four continents. There they don’t just learn how to be great at passing exams. They learn how to communicate across cultural boundaries. They develop the skills to be a changemaker. They design and engage in initiatives that transform their lives and the lives of those around them for the better. And they stay a “UWC-er” for life, becoming part of a global community of over 60,000 changemakers transforming the lives of others. 

Working with us will inspire and challenge you

Driving a mission to make the UWC experience available to tomorrow’s changemakers, irrespective of their background, beliefs and economic means demands colleagues with passion and dedication, and a talent for transformation. Our students go on to become leaders in politics, NGOs, social enterprises, community movements, charities, and business. For life, they remain dedicated to the UWC mission and many of them remain in close contact with us, their school, and their peers.

Are you our new London Office Administrator?

Right now, we are searching for a London Office Administrator. 

The Office Administrators at UWC International’s locations in Berlin and London ensure the smooth day to day running of the offices. They are part of the UWC International Executive team. In their role, they support members from across the UWC International team and coordinate with stakeholders from across the UWC movement. 

If this sounds like the role to make you leap from bed every day then read on for further details.

UWC International Office

The UWC International Office is the executive arm of UWC International, a UK registered charity, and is situated at the heart of the UWC movement. It is currently located in central London and Berlin. 

The UWC International Office collaborates closely with all stakeholders from across the UWC movement, engages the UWC alumni community of more than 60,000 members and serves UWC International’s governance bodies. Responsibilities include global fundraising, global communications, promotion and marketing, supporting the network of over 150 UWC national committees in their daily work and growth, global strategy development and implementation and assisting the UWC schools. 

Job Scope, Tasks, and Responsibilities

The Office Administrators at UWC International’s locations in Berlin and London ensure the smooth day to day running of the offices. They are part of the UWC International Executive team. In their role, they support members from across the UWC International team and coordinate with stakeholders from across the UWC movement. 

The candidate is expected to engage with the vision and mission of UWC, and work cooperatively with colleagues across the London and Berlin offices, as well as wider constituents to further the mission of the organisation. 

As the first contact point for the general public and constituents the candidate will welcome visitors and field questions and issues to be followed up by specialist members of staff. The Office Administrator ensures a professional running of the office, including accounting and other administrative duties. The Office Administrator oversees various office services and provides specific administrative support for Directors and various teams when needed.

This is a ‘hands-on’ position and offers the opportunity to work with colleagues, constituents, suppliers and the wider public. 

Key Responsibilities

Office Administration & Support

• Responsibility for overall administrative operations including reception, mail, couriers, stationery, office calendars, kitchen supplies and some data entry

• Responsibility for maintenance of office space and equipment, liaison with support companies (including IT, telephone, internet, printing, and housekeeping), and ensuring that all parts of the office, including archives, filing systems and contracts, are maintained and are accessible, orderly and functional 

• Whilst we are working from home, ensuring that the office is secure, and working online is functioning smoothly across the office

• Maintaining accounts and financial support for the office, including petty cash 

• Supporting teams with the distribution of publications, conference calls and meetings where necessary

• Maintaining our Zoom online meeting accounts across teams 

• Reconciling monthly expenses and credit card statements for directors

• Booking accommodation and travel, and assisting with visas for office staff and others in the UWC movement.

• Coordination of office events including logistics, communications, and arrangements (for example, staff training days)

• Resolving IT queries, including the setting up computers/online accounts for new staff including access to necessary platforms, files and drives.

HR support

• Providing support to the Head of HR in various areas including recruitment, induction, training, sickness and  immigration, 

• Administration of recruitment which involves placing adverts on various websites, sending invitation letters to job applicants, preparing shortlisting documents, sending rejection letters and responding to queries from potential applicants

• Booking interview dates and meeting rooms for interviews

• Checking applicants work visas when they come to interviews

• Responding to queries and dealing with applications from people who wish to volunteer

• Arranging induction meetings for new staff including carrying out health and safety inductions

• Recording staff sickness on BreatheHR, the HR software, updating online HR forms and staff handbook 

• Assisting with the research of policies, staff benefits as and when needed

• Compiling recruitment data for the annual HR report

• Checking and uploading HR invoices for authorisation

First-line Contact for Internal and External Stakeholders

• Answering general phone and email enquiries from the public and fielding issues for follow-up by specialist members of staff

• Welcoming visitors to the office in a professional and friendly manner

• Where appropriate, initiating correspondence with the public directly or on behalf of other members of staff

• Coordinating information between constituents when necessary

• Helpful, professional and friendly service to a multicultural, global community who often do not speak English as their first language 

Other responsibilities: 

• To be the First Aider and Health and Safety and Fire Warden. (Where necessary training will be provided)

• Other duties in support of departments may be assigned from time to time

• During the office closure to travel to the London office infrequently to collect mail and deal with any issues that may arise

Candidate Profile

• Experience of reception duties and office management

• Experience in Google Suite (Gmail, Drive, Docs and other systems (Excel, Zoom and Slack) would be helpful 

• Understanding of IT systems and an interest in working closely with the IT service company and supporting colleagues with IT issues

• Excellent communication skills, both orally and written 

• A good eye for detail and a methodical approach to tasks

• Excellent spoken and written English

• A proactive attitude, and the ability to take initiative and work to deadlines under minimal supervision

• Knowledge of languages other than English is desirable but not necessary

• A cooperative attitude with a willingness to support colleagues and constituents

• An interest in UWC’s vision and mission.

It is expected that the job holder will travel to UWC schools and colleges. For that reason a basic DBS check (Disclosure barring statement) or international equivalent will be required before any job offer is made.

Visa requirements

Anyone who applies to work at UWC International in London must have a work visa before starting employment, in compliance with the UK Immigration Rules. UWC International might be able to sponsor individuals for work visas.  If you need a work visa please make that clear in your application. 

Applications Process and Deadline:

Please send your CV and covering letter in English (each of a maximum of 2 pages) that relates your experience to the requirements to email address attached. Please also indicate how you heard about this role. 

In your application, please also provide the name, roles and contact details of two referees. We will not contact them without letting you know. 

Please note that applications without a cover letter will not be considered. 

Deadline for application: 5pm UK time on 24th Jan 2021. The first round of interviews will take place on week commencing 1 Feb 2021. 

Alana House Administrator

Full time, permanent appointment 

37 hours per week 

Based in Reading

Salary in the range £19,300 - £23,588 per annum

Having regard to the nature and context of the work, there is a genuine occupational requirement permitted under the Equality Act 2010 that this post is only available to women.

PACT currently has two community projects, Alana House women’s community project and Bounce Back 4 Kids. Alana House is a women specific support project supporting vulnerable women with complex needs and those at risk of offending to help them make changes in their lives and Bounce Back 4 Kids is a support programme for children and families affected by domestic abuse.

PACT’s communities work aims to empower beneficiaries to take control of their lives by identifying the underlying issues related to their problems and facilitating a positive plan of approach to address these issues and work towards improving personal circumstances and outcomes. 

We are looking for a strong team player to help with providing valuable administrative support to the team and services provided.  The Administrator will process new referrals, input data on the Lamplight database and set up and maintain Excel spreadsheets.  They will maintain the service delivery diary, liaising with the team and external partners as required. 

The post holder will also arrange internal and external meetings, coordinate agendas and take minutes.  The role includes some PA support to the Alana House Manager and Head of Communities, and other general office duties such as ensuring the office has resources and stock and reporting any maintenance issues.   

You should have some previous administrative experience, ideally gained in a social care setting, have good IT skills (particularly using databases and Excel), and be able to work both as part of a friendly and busy team and independently.  The Administrator will frequently be the first point of contact for visitors and staff from partner organisations and will answer the phone / door buzzer to service-users, so it is important that you are able to provide an approachable, calm and welcoming response too.

Interested? If you would like to join an inspirational organisation where you can make a real difference to children and families, further details and how to apply are available on our website: 

Closing date:  noon, Wednesday 10th February 2021

Interviews: Monday 22nd February 2021

Please note that we may close this advertisement early if we receive a high volume of suitable applications.

We look forward to hearing from you!

PACT is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults therefore please note our recruitment procedure includes DBS checks and overseas checks (where applicable). Please note prospective employees will need to evidence they have the relevant permission to work in the UK.

No agencies please

This is a great opportunity to work within a busy and challenging housing and social care support company in Rochdale.

Newbarn Ltd provides specialist supported living and homecare/domiciliary support to adults aged 18-80 who are in need of housing and support.  Our tenants experience mental health conditions and/or learning disabilities.

The role will include several office based activities. The successful candidate may spend time in each project in order to develop their understanding of how the business operates. 

You will be providing administrative support to the CQC Registered manager and Project Lead and other colleagues when needed.

Job Description

Job Summary

As Database Administrator, you will have overall responsibility for our Raiser’s Edge database and act as the first point of contact for any queries relating to records.

You will also be responsible for providing efficient support for income generated by Salisbury Hospice Charity.

Duties and responsibilities

• Ensure Raiser's Edge reflects accurate data
• Reconcile income in Raisers Edge to ensure accuracy of financial reporting
• Process sponsorship donations generated through fundraising pages
• Code weekly online donations
• Bulk process donations from our Regular-Giver standing orders
• Ensure new Gift Aid declarations are logged in Raiser's Edge
• Upload Event Registrants throughout the year
• Manage donor communication consent (email and post)
• Manage donor requests, such as cancellations, upgrades and general enquiries, ensuring all communication with the donor is logged in Raiser's Edge and available for auditing
• Ensure strict compliance with data protection regulation
• Perform regular housekeeping checks of new and current records
• Run data for twice yearly newsletter, enews bulletin and direct marketing campaigns
• Set up new Funds, Campaigns & Appeals for each new financial year
• Support the fundraising team to make the best use of Raiser's Edge
   

This job description reflects the current requirements of the post. As duties and responsibilities develop due to changes in organisational and other circumstances, so the actual duties and responsibilities will vary from the particulars of this job description.

Qualifications and Skills

• Experience desired (but not essential) with Raiser's Edge or similar fundraising database (i.e. ThankQ, Donorflex, Donor Perfect, etc).
• Knowledge of working in Microsoft Excel.
• Experience (but not essential) of Gift Aid administration.
• A qualification or equivalent experience in I.T. support.
• Practical understanding of database querying.

Hours of work

• 21 hours per week (flexible home working)

Closing date for applications

• Friday 29th January 2021

Job Type: Part-time Maternity Cover

Salary: £20,000 to £22,000.00/year pro rata

Healthwatch City of London are looking for an experienced administrator to work in our team, providing secretariat support to the Board and administrative support to the Engagement and Communications Co-ordinator.

You will take on administrative support in a number of areas including volunteer recruitment and management, project administration and board secretariat function.

You will have had previous experience in working in administration and have a knowledge of health and social care.

You will be ICT literate with experience of creating and managing databases.

Healthwatch City of London (HWCoL) is the Health and Social Care Champion for the residents, workers, and students of the City of London. Our Board and volunteers largely comprise people who live, work or study in the City of London.  

Creative Support is a national, fast growing not-for-profit organisation providing support to individuals with a wide range of care needs. We are currently looking to hire an Administrator to join our team in Telford.

Our team in Telford is based at Buxton Road. We are looking for warm, proactive and organised individuals to join our team as an Administrator. This role is to support the administrative functions of the local office, as well as to offer Personal Assistant and secretarial support to the Service Director and the local management team.  It is essential that all of our services maintain excellent and accurate records, using systems that support the service to evidence CQC Requirements and Contract Requirements and this would be a large focus for your role.

Administrator Duties:

• Assisting with our local quality assurance program,

• Helping maintain CQC compliance at the registered office,

• Processing the local payroll,

• Obtaining and reporting data and statistical information around the service,

• Effective communication and efficient organisation skills, arranging meetings and taking and producing minutes.

You will be working out of the office at our Buxton Road Service which is five minutes drive from Telford centre and just outside of Dawley. Experience is preferred but if you can show the right values, attitude and transferable skills we would love to hear from you.

The role hours would be a total of 22.5 per week, worked from Monday – Friday. We would expect these hours to be worked between 9-5 but you would have flexibility around how this works and could tailor you shift patterns within these parameters to suit your need. We feel this could be ideal for someone who is studying or for a parent who wants to work whilst there child is at school.

Benefits of working with Creative Support:

• Free 24/7 counselling and employee support programme,

• Competitive pay and a pension with company contribution and 28 days annual leave pro rata

• Company paid enhanced DBS for all staff,

We are looking for a reliable, professional administrator. You would provide a first point of contact for clients, referrers and other stakeholders as well as providing admin support to our team of front line staff.  Some hours will need to be worked at our office in Hardwick near Cambridge to scan post and send stationery and PPE to colleagues.  You will need to be organised and flexible with good IT skills and a willingness to tackle a range of tasks.  Application by CV and covering letter addressing the points in the person specification by midday on Friday 22nd January.  If you do not address the points in the person specification your application may not be considered.

23 hours a week Monday to Friday,  some of which can be worked from home.

Salary £14,898 for a 23 hour week (£23,966.11 pa pro rata)

Fixed-term contract until 25 June 2021

HMP Swansea

Ref code: AWS-211

Are you a highly organised, efficient and proactive self-starter able to work on your own initiative? Looking for an exciting new challenge? If so, join St Giles Trust as an Administrator, where you will provide vital administrative support and contribute to ensuring compliance with systems and procedures, standards and performance targets relating to the administrative functions.

About St Giles

An ambitious, well-established charity that helps people facing adversity to find jobs, homes and the right support they need. Central to our ethos is our belief that people with first-hand experience of successfully overcoming issues such as an offending background, homelessness, addictions and gang involvement, hold the key to positive change in others. 

About this exciting opportunity

This key role will see our successful candidate undertake a broad range of essential office-based, meeting-setting and facilities monitoring tasks. This will involve managing, developing and updating the Client Database, collecting and collating data, and developing and maintaining effective and efficient administrative and office systems, including filing and recording systems.

You will also be expected to process all relevant internal and external correspondence and access emails regularly and distribute messages promptly, while offering general support to Peer Advisers, staff and manager when necessary is also an important aspect of the role.

What we are looking for:

• Strong IT skills, including proven Word, Excel, PowerPoint and Outlook experience
• An excellent communicator, verbal and written, with impressive interpersonal skills
• A self-starter who is organised and able to manage own workload
• Strong attention to detail and a proven ability to produce accurate work
• Impressive time-management, organisational and prioritisation skills
• The ability to develop and maintain filing, database and recording systems
• Sympathy with the aims and ethos of St Giles as an organisation

In return, you can expect a competitive salary and generous leave allowance, staff pension scheme, flexible working, a mentoring programme, an advice and counselling service, access to clinical supervision, season ticket loan and much more besides.

St Giles will guarantee to interview all disabled applicants who meet the minimum criteria set out in the Job Description for the vacancy.

Please note any appointment is subject to security clearance from the Prison Service and DBS Check.

For further information, or to apply, please visit our website via the ‘Apply’ button.

Closing date: 11pm, 31st January 2021. Interviews: 8th February (to be held virtually).

You’ve got proven administration experience and you’re a good team player with a flexible approach. All you need is the perfect environment to put your skills to great use. Welcome to Richmond Fellowship as a Female Administrator.

Right now our Supported Housing service in Manchester is looking for someone like you to support the people who use our services to maintain their tenancy and independence in the community. Not only are we committed to putting them at the heart of everything we do, we recognise they should be involved in decisions that affect their future too. You are enthusiastic and keen to develop, you’ve got good communication skills and a professional telephone manner as well as experience of completing financial returns/ records. It goes without saying that you have strong IT skills and are able to prioritise a busy workload and work to deadlines. You will work with the Service Manager to assist in the processing of referrals and returns for commissioners. In addition to this you will be expected to liaise with Housing Benefit departments and Local Authority finance teams.

This is a permanent role and will require the post-holder to work on a part time basis of 15 hours per week.

Working hours are between 9am and 5pm.

Due to the nature of the service, we are seeking a female Administrator. The Equality Act 2010, Schedule 9, Part 1, Paragraph 1 applies to this post.

We are committed to increasing our diversity and we would welcome applications from those with lived experience and/or who are from a BAME background.

The salary for this role is £17,604.00 (pro-rata for 15 hours) with progression up to £17,830.00 (pro-rata) per annum.

It is a mandatory requirement of the application process for this post that candidates submit a CV and Supporting Statement, thus only candidates that provide this, and who meet the essential criteria within the person specification, will be considered for an interview.

So, are you ready to take on this rewarding role that comes with some really great benefits? Apply now via our website.

Closing Date: 29th January 2021 at 11:59pm. (We reserve the right to close vacancies before the specified closing date, should a large number of applications be received).

Richmond Fellowship is part of Recovery Focus, a national group of charities highly experienced in providing specialist support services to individuals and families living with the effects of mental ill health, drug and alcohol use, gambling and domestic violence. We know that recovery can look and feel very different to each and every one of us. But we also know that if we provide the right support, at the right time, we can inspire recovery nationwide and that recovery is possible for everyone. 

This exciting new role, funded by the National Lottery, will be provide key services to the team, ensuring that the business of ASIRT runs smoothly, an in compliance with regulations.As well as being responsible for financial reporting, you will provide administrative support to the legal work of the team, and work to help develop the systems and process of the organisation.

You will be at the centre of the team as we move into our new strategic plan, at a time of change within the organisation and within the sector. This is an exciting opportunity for someone looking for a career in immigration law within the charity sector. There will be opportunities for development and training for the right candidate.

Specific duties

Administrative responsibilities

• Maintain office administrative systems including filing & electronic records and support the Director to ensure our work is compliant with GDPR, our policies and procedures and the requirements of the Office of the Immigration Services Commissioner (OISC)
• To provide receptionist duties to the team
• Board support responsibilities
• Support the Director and Board in developing and maintaining the charity’s HR, financial and other policies, procedures, and processes, and carrying out regular reviews alongside the Director in light of business needs and external requirements
• Support the Director with the coordination of Board of Trustees’ meetings, ensure meetings are diarised, the agenda and papers are compiled and distributed in a timely manner and in an appropriate format, and minutes are taken, checked and distributed

Financial responsibilities

• Support the Director in financial matters, such as coding income and expenditure, checking bank statements, liaising with external bookkeeper to ensure payroll is completed accurately, management accounts are received, and so on
• Maintain petty cash processes, including monthly reconciliation
• Team Support responsibilities
• Check and input data within our information management systems (Advice Pro), run reports from the system and record any other activity on other relevant documents and forms
• Place stationery orders and ensure team members have what they need to do their jobs
• Produce client care letters and case closure letters, maintain electronic and paper filing systems

HR responsibilities

• Support recruitment, selection and induction processes, providing administrative support, and guidance and advice to all staff involved to ensure all policies and procedures are adhered to
• Undertake initial training in policies, procedures, and processes, as well as setting up computer and database login, for volunteers, individuals on placement and new employees.
• Support the development of policies and procedures and ensure that all are kept in line with current legislation

Other responsibilities

• Contribute to the development of the website and other social media
• Participate in and contribute to own appraisal and supervision process, and continuing professional development
• Other tasks as may be deemed appropriate or necessary to the smooth functioning of the office
•  Be aware of and adhere to the organisation’s policies and procedures, including the organisation’s equal opportunities policies and with due regard for health and safety
• Travel as appropriate to deliver the role
• Work flexibly and be available for occasional out-of-hours, including evenings and weekends

Person Specification

E = essential

D= desirable

Candidates will only be considered for interview if they meet the essential criteria.

Experience

• A demonstrable commitment to the field of migrants’ rights (through work, volunteering or study) (E)
• At least 2 years’ experience working in a small busy team, preferably in an advice or charity setting (E)
• Experience in financial procedures including (but not limited to):  petty cash handling, banking, managing invoice flows and coding and attributing income and expenses, (D)
• Experience of working with a diverse and vulnerable client group (D)
• Experience of organising and minuting meetings (D)
• Experience of working within a quality-regulated environment, e.g. OISC, Lexcel, AdviceUK or other (D)

Skills/knowledge

• Ability to work with a wide range of individuals, groups, and external agencies(E)
• Excellent written and verbal English skills (E)
• Strong computer skills, including speed and accuracy, and a good understanding of spreadsheets, ideally Office 365 cloud based and AdvicePro (E)
• Understanding of typical office equipment, such as photocopying, scanning, printing (E)
• Ability to work to deadlines, manage and prioritise your work effectively (E)
• Some knowledge of HR policies and processes and of GDPR (D)

Personal qualities

• Well organised, able to undertake multiple tasks, work under pressure, meet competing demands, take good decisions and stay focused
• Pay close attention to detail, able to understand different project requirements and monitor against them, including identify errors and omissions against requirements and then ensuring compliance
• Able to work without close supervision and as part of a team, flexible and adaptable
• Excellent communication skills, including the ability to listen, discuss and influence with openness and integrity.

Other requirements

• Our work sometimes requires a degree of flexibility and so the post holder will occasionally be expected to work out of normal office hours, including some evenings and weekends.
• Language skills in the communities we work with would be advantageous

APPLICATIONS ARE ENCOURAGED FROM PEOPLE WITH LIVED EXPERIENCE OF MIGRATION.

How to apply

Closing date for applications: midnight on 24/1/2020

Interviews will take place week beginning 1/2/2020

Note that at this time our intention is to conduct interviews via a Zoom or similar conference call. Full instructions will be supplied in advance - https://zoom.us/download

Please send a recent CV and a letter of application, expressly addressing the points on the person specification through the Charity Job applciation process.

We are pleased to announce that we are looking for an Administrator to help run our HQ function.

Job title: Administrator
Post no: 375
Start date: As soon as possible
Working base: Flitwick
Reports to: HR Adviser
Contract type: Permanent
Salary: £17,893.20 F.T.E (actual salary £14,508 per annum)
Contracted hours: 30 hours
Working days and hours: 5 days a week, 6 hours a day
Flexibility required: Occasional evenings and/or weekends to attend events/meetings
Checks needed: Enhanced DBS and 2 satisfactory references

About Mind BLMK

Mind BLMK works across our communities to support positive mental health and wellbeing. Working closely with a range of partners, we offer a number of activities from our wellbeing centres and local venues to make a difference to the mental health and wellbeing of people in Bedfordshire, Luton and Milton Keynes, and our aim is to make sure that no-one has to face a mental health problem alone.

About the role

The successful candidate will be involved in a wide variety of tasks that support our organisation, the Exec teams and departments.  The role will involve answering Mind BLMK’s enquiry telephone line so excellent customer services will be required along with a ‘can-do’ attitude in this wide and varied role.

Duties and Responsibilities include:

• Carry out general admin duties in line with Mind BLMK’s policies, procedures, and processes (support Exec roles; housekeeping; meeting and greeting; referrals; post; email and telephone enquiries; Guarantor Member scheme; room bookings and meeting arrangements; minute taking; ordering and monitoring of supplies, stationery, and equipment).
• Deal with a wide variety of calls and enquiries from the general public, operational staff, and managers, responding and taking action as appropriate (directing callers to relevant services/individuals, taking messages; relaying information accurately and on time; offer appropriate information; deal effectively with enquiries from individuals in crisis and escalate potential Safeguarding issues to the Safeguarding Lead).
• Provide administrative support to HR department to include but not limited to, to enable appropriate records to be kept for new and existing employees and volunteers, assist in the recruitment process for employees and volunteers, implement and be responsible for a reminder system for HR mailing returns, and to respond to ad hoc requests for reports data and figures.

About you

Experience required:

• Working in a busy office environment in a multi-skilled and varied role
• Working with and supporting the work of senior management, managers, and colleagues.
• Dealing with staff, volunteers, external contractors, and the general public
• Using databases and systems for data collection, maintenance, manipulation, interpretation, and reporting
• High level of accuracy and attention to detail
• Good communication, organisational, time management and problem-solving skills
• Note taking, drafting minutes, and producing quality documents
• Good IT skills (MS Outlook, Word, Excel internet, databases, and reporting systems)
• Good literacy and numeracy skills
• Good standard of education with as minimum equivalent of 5 GCSEs A-C, preferably including English and Maths

Closedown: 5pm on Wednesday 20 January 2021

TO APPLY AND FOR MORE INFORMATION:

If you would like to find out more about this position and to apply, please click the Apply button to be directed to our website where you can download the job description and application form.

Mind BLMK has been annually assessed and approved as a Disability Confident Employer (previously “Two Ticks”) since 2008.

Mind BLMK has been committed to the Mindful Employer charter since 2008

No agencies please.

Inclusion London is a leading disability equality organisation run by and for Deaf and Disabled people. We have built a national reputation for effective policy and campaign work and for providing innovative business and organisational support to local Deaf and Disabled people’s organisations (DDPOs) in London.

We are seeking to recruit an experienced, dynamic and skilled Senior Administrator to lead our office administration work as well as provide support to the Inclusion London staff team, consultants, projects and the wider organisation. 

You will have experience of managing staff, carrying out varied and high-volume administrative roles with excellent organisational skills and ability to undertake multiple tasks ensuring deadlines are met. This is an exciting opportunity for an enthusiastic and committed team player to use your skills and experience to support Inclusion London to meet its aims and objectives.

To Apply: Please click on the APPLY ON WEBSITE button below or above where you can access the application pack.

Salary: £30,000 p.a. pro rata

Hours:  21 hours per week

Contract length: 12 months subject to six months’ probationary period

Conditions: Non-contributory pension 5%. 25 days annual leave pro rata plus Bank Holidays pro rata

Report to: Operations Manager

Location: London, home-based and office-based (depending on Covid restrictions)

Closing date for applications: 9am, 21 January 2021

Candidates invited to interview will be informed by: 5pm 28 January 2021

Interviews will take place: w/c 08 February 2021 via Zoom

“Inclusion London is committed to equality, diversity and human rights. We welcome applications from Deaf or Disabled people from all sections of the community and particularly encourage applications from people from Black, Asian and minority ethnic communities and the LGBTQI community”

The Grants Administrator with this substantial charitable grant giving foundation has an essential role in supporting  grant giving programmes including database input and maintenance, correspondence with applicants and benefiting charities, ensuring that files are up to date and in good order, dealing with enquiries and initial grant applications and maintenance of the Foundation’s website. Please see attachments for further details.

The company provides a supported living service to single homeless adults who are vulnerable and have support needs, including accommodation.

The role of the Service Administrator will be to provide comprehensive administration support to all teams. This role is to ensure the smooth running of the Company and therefore working with all teams is an essential part of the daily working practice.

Your primary tasks will include the overall responsibility of keeping a record of all service charge payments made by our clients including creating new statements, updating finance statements as well as chasing up and keeping track of any arrears. An assertive but supportive approach will need to be taken when talking to our clients as arrears is a sensitive subject to discuss. You will be making contact via telephone, text messages, emails and letters and will need to keep track of deadlines given for payments to be made.

You will be supporting these clients by keeping on top of their service charge by advising them to set up standing orders. Payment plans may need to be put in place if a client falls behind on payments and also kept track of, so no further payments are missed. It is detrimental if a client falls into large arrears as this could lead to eviction.

You will be required to produce monthly reports/ figures and report any concerns daily.

You will be required to attend regular staff meetings, one to one supervisions with your line manager and attend mandatory training offered by Assisted Accommodation.

Person Specification:

Essential:

• Have good communication skills to converse with clients appropriately.
• Be organised and be able to prioritise your work to meet specific deadlines
• To have a sufficient understanding of both spoken and written English language to be able to effectively record and report as well as adhere to written company policy and procedure.
• Be confident in asserting boundaries
• Have good knowledge and understanding of Microsoft Office systems such as Word, Excel, Outlook and 365, to be willing to learn any new systems that the company decide will make their output more efficient. 
• Having the ability to balance assertive telephone mannerism with an empathic approach when communicating with  clients in arrears
• To be proactive in creating systems that will improve the running of the service
• Proficient in letter writing, sending and receiving emails and understanding the protocol and regulations set by the GDPR (Data Protection)
• Be able to set up and maintain team calendars and be able to make appointments using the calendar invitation facility.
• Be able to work alone using your initiative and also in a team to attain joint goals
• Be willing to undertake administration tasks that are required by any of the teams and or the Directors.
• Proficient in producing factual and detailed reports.

Desirable:

• Experience in office/business administration/finance – dealing with arrears or debt
• Have some knowledge and experience of supporting people in the community

Role:

1. To work within the administration and finance team ensuring that the processes and practices followed, promote the effectiveness and efficiency of the organisation.
2. To provide administration support to all the teams and to work with the Directors and Managers as and when requested.
3. To work closely with the Administration Manager and Group financial controller on financial admin that must be dealt with sensitively and confidentially.
4. To ensure that all client files are maintained with all current finance information filed and accessible at any time. Create, update and archive client finance statements (electronic) and other files as requested by your Manager.
5. To conduct client finance statement reviews as instructed
6. You will be required from time to time to complete online housing benefit applications for the service users placed in the accommodation.  You will work with an experienced member of staff to ensure that you have gained a full understanding of this procedure. You must also be able to pay attention to detail and ensure that any information provided on the application document is correct.
7. You will be required to monitor and maintain service charge payments and work with the Finance team to retrieve service charge from clients in arear. Training will be given.
8. Write letters using current templates and create new templates as and when required. 
9. Ensure that important information is passed on to the relevant member of staff
10. Provide your manager and or the Directors with records or reports as required
11. Provide your manager with service charge figures and or any other reports as they are requested
12. Be prepared to work with current systems and create new systems for monitoring or filing documents and or information or statistics.
13. To undertake any other task required to ensure that the service provider is efficient.
14. On occasion, you may be required to work over your normal working hours to complete a task on a deadline.

This is normally an office-based role, but would start with Working from home as local Covid-19 guidelines are updated.