Service Manager: Staying Well and Staying Independent

We are seeking an experienced and dynamic Senior Manager for this exciting position as part of the Leadership team of Age UK Kensington and Chelsea.  The post spans the management and leadership of My Care My Way (MCMW) and key services within Age UK Kensington & Chelsea enabling older people to stay well and stay independent.

The My Care My Way (MCMW) Service is a ground breaking integrated approach with the NHS and Third Sector ensuring Older clients are at the centre of their care and better outcomes are achieved with co-located teams. You will work closely with the MCMW team, supporting the operational delivery of the programme as well as coordinating the development needs of the Health and Social Care Assistant team.

The post also manages Age UK services through the Staying Well and Staying Independent stream of activity including our Dementia Services.

You will be joining a thriving and innovative organisation which is deeply embedded in the local community. 

Hours: 35 hours per week, including some evening and occasional weekend work.

Salary: £37,500 per annum (pro rata).

Closing date: Monday 11th November at 9am. We are expecting to hold interviews on 19th  and 20th November 2019 and ideally the successful candidate will be available to start in early January 2020.

Please send your CV along with a cover letter setting out how you meet all the Essential points in the Person Specification. Please indicate in your application if you would like to have a conversation with the CEO prior to the closing date to discuss the detail of the role.

Awards and Travel Grants Administrator

Central London • £20,000 - £22,000 + Benefits

The Biochemical Society is one of the largest learned societies in the UK biosciences, dedicated to advancing the molecular biosciences that underpin and explain the essential processes of life.

Working closely with the Sponsorship and Grants Manager, the post-holder will facilitate the delivery of the Society's broad portfolio of awards, grants and bursaries. They will be committed to excellence in customer service and have experience communicating effectively with internal and external stakeholders. Experience of using multiple CRM and related systems is highly desirable.

For more information, please visit our website.

Please send a CV and covering letter by email via the button below.

Only shortlisted candidates will be contacted.

Closing date: 25th October 2019.

The Society takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

Please note that due to limited resources it is not possible for the Society to acknowledge receipt of applications. If you do not hear from us within two weeks of the closing date, please assume that your application has been unsuccessful on this occasion. 

“We are interested in every qualified candidate who is eligible to work in the United Kingdom. However, we are not able to sponsor visas.”

About The Advocacy Project

We help the most marginalised and vulnerable people in London make effective choices about what happens in their lives. We also support them to speak up and help improve important services we all need. We want to make sure people across all age and care groups – including learning disability and mental health – can:

 voice their concerns

 understand their rights

 make effective choices about what happens in their lives

We do this through advocacy services which support people individually, and user involvement projects that help organisations improve the services they offer.

About the role

The Advocacy Service Manager leads a team of advocates working with adults and young people across the NHS, private hospitals and the local community.

You will give line management support, be the point of contact for our stakeholders and make sure we deliver high quality advocacy as per our contracts.

Key responsibilities

Lead your team to deliver advocacy services, actively encouraging team members to contribute to service planning, quality improvement and development.

Make sure the team provides instructed and non-instructed advocacy, plus signposting where needed, working to the advocacy empowerment cycle and actively promoting self-advocacy where practicable.

Manage your team to write high quality advocacy notes, details of outcomes and other evidence into the case management system.

 Keep up-to-date with relevant new legislation, policy, reports, current trends and issues, and share with your team. This includes the mental health act, mental capacity act, care act, and local / national policy.

Use operational policies and procedures to make sure your team achieve quality standards and professional, consistent advocacy services.

 Deliver contracts within budget, to agreed key performance indicators, case work standards and monitoring requirements; produce quarterly monitoring and other reports.

Lead on raising awareness of the advocacy service to service users and potential referrers.

Make sure referrals are allocated efficiently, appropriately and within the requirements of the contract.

Give support and supervision to your team including work review meetings, team meetings, appraisals and professional development. organisational activities such as CPD lectures and staff briefings

General responsibilities

 Participate in team meetings and training, and proactively encourage your staff to attend.

 Participate in personal, team and organisational development.

Contribute to organisational reporting.

Keep to our policies, including health & safety, and risk regulations.

Work to our mission, vision, and values.

Carry out other projects and tasks as needed.

Person specification

Essential

Proven leadership ability and strong people management skills.

Experience of managing contracts and delivering advocacy services.

Understanding of statutory and non-statutory advocacy.

Sound knowledge of current issues in health and social care policy, practice and legislation.

Excellent interpersonal and communication skills (written and verbal).

Exceptional stakeholder management abilities with experience of building effective relationships with commissioners, partners, service users and colleagues.

Commitment to working within The Advocacy Project code of conduct, equality and safeguarding policies.

Ability to work as part of a team and on your own initiative, to plan and prioritise your own workload.

Willingness to promote The Advocacy Project and the mental health service in line with our mission, vision and values.

Desirable

 Qualification in advocacy or advocacy management.

Competencies

The more detailed expectations we have of our advocacy managers are shown in the document Advocacy Manager Competencies on our website. Please make sure you’ve read and understood these competencies before applying.

Benefits of working for us

We’re committed to providing an empowering, flexible and supportive working environment for all our staff.

Our employee benefits include 30 days annual leave (including up to 3 days between Christmas and New Year), participation in a pension scheme with 6% employer contribution, access to a free confidential counselling service, and an interest-free travel/bike loan.

All our staff are supported to learn and develop in a variety of ways, including a monthly lecture series where we invite sector experts to talk to our staff on topical issues.

We are a Disability Confident and Mindful Employer.

How to apply

Send your CV and a supporting statement explaining why you think you’re the person we’re looking for and how your experience meets the person specification.

The British Asian Trust is looking for an Operations and Programme Administrator to work with us full time.  This is a diverse role and we are open to dynamic people, with a range of experience or skills to undertake the role.

The British Asian Trust is undergoing an exciting and ambitious period of growth.  Our annual turnover has more than tripled in recent years helping us to increase our impact in South Asia through meaningful programmes of activity that release people from poverty and allow their full potential to be met.

The next stage of our journey will be dependent upon our expertise in growing and diversifying our income streams, extending our reach within the diaspora and beyond, and maximising the opportunity of being supported by some of the most successful South Asian business leaders and entrepreneurs in the world.

We will operate on the cusp between philanthropy and impact investment, driving programmes that are bold and progressive in their vision for social change. We are also in the process of merging with a major conservation organisation and will be looking to fund and grow a new conservation vertical.

If you are excited by our work, are great at what you do and enjoy working in a fast-paced environment, we’d love to hear from you.

To apply, please email your CV and a covering letter telling us in no more than 2 pages why you are the right person for the role.

Closing date for applications: 9am Monday 28th October 2019.

Interviews will be held in the week commencing 4th November

Are you looking for a part-time job, would you like to join our team? All We Can is looking for an enthusiastic and skilled administrator to join our small, friendly team. We are looking for someone who is proactive, energetic, motivated and shares our commitment to helping people living in some of the world’s poorest communities by ending the suffering caused by inequity and injustice. .

The ideal candidate will be a good team player with an eye for details and good communication skills. Primarily supporting the team with processing donations and thanking supporters in a timely and friendly manner, this role is vital to ensuring excellent customer service for All We Can’s supporters. Could this be the opportunity for you?

Have a look at the job description and see if this is the job you have been looking for.  If it is, we would love to hear from you.  Please complete the application form and return it to us by 12:00 6th November.

Salary: £23-25k according to experience per annum (pro-rata) 

Term of appointment: Permanent, Part-time (17.5 hours per week)

N.B.: You must have the right to live and work in the UK to be considered for this role.

About All We Can:

All We Can is an international development and emergency relief organisation. It helps find solutions to poverty by engaging with local people and organisations in some of the world’s poorest communities to end the suffering caused by inequality and injustice.

All We Can is the Methodist development and relief agency and an integral part of the Methodist Church in Britain’s response to international development and relief with its vision, priorities and values grounded in Christian principles.

Application Instructions:

Applications will be reviewed as soon as they are received, so early submissions are encouraged.

Applications are welcome until the deadline of 12:00 6th November.

Interviews will be held on the 19th November.

Applications will be reviewed on an on-going basis and interviews of strong candidates may be conducted before the advertised date. Early applications are strongly recommended.

Note: We do not accept CV’s or other documentation, the All We Can application form must be completed for you to be considered for the job. The appointment is subject to a Disclosure and Barring check, please see application form for full details. We do not wish to be contacted by recruitment agencies.

Job Description

Location: Methodist Church House, 25 Marylebone Road, London, NW1 5JR

Purpose: To provide excellent supporter services, including donations processing, to All We Can supporters and volunteers, and administration support for All We Can’s Fundraising and Marketing Team

Responsible to: Direct Marketing and Supporter Care Manager

Relationships:

Internal:

1) All We Can staff

2) All We Can trustees

3) Office volunteers

External:

1) Supporters, donors and enquirers:

• Individuals, including church ministers and volunteer co-ordinators and speakers
• Representatives of Churches, Circuits and Districts
• Funding bodies (both private and public)
• Representatives of overseas or UK partner organisations
• Main tasks and responsibilities

1. To process donations and record income

a) Ensure that details of all donations received are input into the Raiser’s Edge database.

b) Support the Team Administrator with producing batch sheets for financial processing and ensure the daily totals tally.

c) Input information into the database pertaining to supporters, logging responses to adverts and appeals, and ensuring that records are corrected and updated on a regular basis.

d) Administer the processing of Direct Debits including setting up and logging on Raiser’s Edge, reconciling donations across CAF and Raiser’s Edge, trouble shooting, sending out updates and letters, and supporting the Direct Marketing and Supporter Care Manager in monitoring growth and attrition rates for regular giving. 

e) Generate receipt letters and personalised responses relevant to a range of donations from All We Can supporters, and work with Direct Marketing and Supporter Care Manager and the Fundraising and Marketing Team on improving the way donations are acknowledged including drafting ‘special letters’ for larger gifts and for Senior Leadership Team response

f) Liaise with Finance in reconciling donations recorded on the financial system and Raiser’s Edge, as far as is possible including checking bank statements and updating records for third party platforms including Stewardship and Just Giving

g) Support the Fundraising and Marketing Officer in administering Gift Aid declaration forms, including processing Gift Aid envelopes, following up on donations which have not been gift-aided and filing Gift Aid declarations.

h) Respond to resource requests and record despatch on Raiser’s Edge

i) Responsible for ensuring the correct filing for donations and supporting the Direct Marketing and Supporter Care Manager in archiving donations

j) With other members of the Supporter Care team, undertake a range of administrative tasks to support the work of the team. This workload increases significantly when there is a humanitarian aid disaster

2. Supporter Services

a) Process and respond to enquiries, requests, orders and donations from supporters through post, telephone, online, and via email ensuring each supporter receives the appropriate response

b) Keep the supporter database (Raiser’s Edge) up to date with accurate contact and supporter engagement information and maintain database documentation

c) Support the delivery of database improvement projects as required by the Direct Marketing and Supporter Care Manager

d) Maintain the administration of email consents on Raiser’s Edge updating information regarding email unsubscribes

e) Update supporter records to reflect direct mail campaigns received

f) Support the wider Fundraising and Marketing Team during busy periods with answering and responding to supporters’ general enquirers to All We Can, handling incoming post, emails and telephone calls, and assisting with supporter or public visitors to the office

g) Stay up to date with our overseas partnerships, emergency responses, and programmes and other activities in order to provide relevant and up to date information to enquirers

h) Collect and communicate relevant stories, trends and activities from supporters to the wider team where appropriate

3. Other

a) Attend team meetings and other meetings as appropriate and input into developing effective and efficient administrative processes

b) Use Microsoft Office packages and other digital systems to perform the functions of the role effectively and adapt well to future technologies

c) Any other reasonable duty consistent with the responsibilities of the post as requested by your manager, the Direct Marketing and Supporter Care Manager, the Director of Public Engagement, or a member of the All We Can Senior Leadership Team

4. Corporate responsibilities

a) Ensure familiarity with and adhere to All We Can’s policies and procedures and keep informed of all cross departmental activities

b) A commitment to All We Can’s vision, mission and values, and accepting of its identity as an international development, relief and advocacy organisation actively engaged with the Methodist Church

Personal Specification

Attributes

Essential

Desirable

Method of Assessment

Education and training

Good literacy and numeracy skills

A/I/W

Proven abilities

Proficiency in online / database systems

Proven ability of using Raiser’s Edge

A/I

Proven ability in a customer or supporter facing role

A

Experience of working in an administrative or support role

Relevant experience

A/W

Proven ability to work effectively and enthusiastically in a team

Willingness to take on new challenges and responsibilities

A/W

Special knowledge and skills

Excellent oral and written communication skills

A/W

Good interpersonal skills, including a friendly telephone manner and the ability to build relationships with  donors and supporters

To  be comfortable relating to Christian groups and individuals, as well as other staff

A/I

Proficient in computer skills, including use of Microsoft Word, Excel, Outlook and PowerPoint

Strong leaning to digital processes to improve productivity

A/I

A systematic, organised and planned approach to work and strong attention to detail

A/I/W

Able to work under pressure, plan and manage time effectively and prioritise a range of varied tasks effectively

Proven experience of multi-tasking and work in a fast paced environment.

A/I/W

Special qualities

Commitment to All We Can’s vision, mission and values, and accepting of its identity as a faith based international development, relief and advocacy organisation actively engaged with the Methodist Church

A demonstrable interest in international development and/or the charity sector 

A/I

Self-motivated, able to work on own initiative, while working as part of a small team

A

Reliable, adaptable and flexible

A/I

Sensitive to the complexities of cross-cultural communication

A/I

A willingness to undertake extra training as appropriate

A/I

Method of Assessment:  A – Application Form, I – Interview, W – Written exercise, P – Presentation, G – Group exercise, Q – proof of qualification (certificates or transcripts)

All We Can is the operating name of the Methodist Relief and Development Fund, a charity registered in England and Wales, number 291691

We are a busy and growing counselling service and we are looking for an efficient, enthusiastic and experienced Administrator to help with the running of our office administration.  You need to be discreet and sensitive to data protection and counselling clients confidentiality; supportive to the counsellors; a team player; and perfect at organisation and data management. You will be working closely with the Counselling Service Manager to help develop the administrative systems.   To apply to this post, please complete and return attached MiB Application and Monitoring Forms.

Contract: Fixed term (1 year), Full Time

Coram’s Parenting and Creative Therapy Service is on the cutting edge of music therapy, art therapy and psychological practice for vulnerable children, young people and their families. Working from our new purpose built delivery space, The Pears Pavilion, our team deliver therapy interventions and training across a range of different projects and locations. These include Post Adoption therapeutic support, young people training, creative therapies in mainstream and additional needs schools, and art and music therapy provisions for children and young people with social, emotional and behavioural difficulties in a range of settings across London. 

About the role

We have an exciting opportunity for an enthusiastic Service Administrator to join our friendly team and contribute to our continued success.The role of the Service Administrator is integral to the successful functioning of Coram’s Parenting and Creative Therapies Services and therefore you will become a vital member of our team. The main focus of the role will be to provide high quality clinical administration and front of house service to ensure the effective running of service delivery. You will provide support to the Clinical Leads (London & Kent) as well as to the project leaders within Parenting and Creative Therapies Service. You will also receive families as they come to Pears Pavilion, providing a professional, compassionate and organised ‘front of house’ service with high standards of customer service.

The post holder will need to have strong communication and organisational skills and excellent Microsoft Office skills (Databases, Excel and Power Point). Strong financial administration experience is essential. It is essential that you have experience of working in a fast-paced office environment in an administrative role, possess a high level of attention to detail and accuracy and enjoy the diversity and challenge that working with a vulnerable population brings.

To apply for this role, please click on the apply button to complete the application.

For more information about the main duties and responsibilities of this role please refer to the job description and person specification.

Closing date: 9am, Monday 28th October 2019

Interview date: TBC

Coram is an equal opportunities employer and welcomes applications from all sections of the community. We are committed to the safeguarding of children and will require the successful applicant to undertake an enhanced check from the Disclosure and Barring Service.

Registered Charity No. 312278.

We are seeking a Services Administrator to join a small, dynamic team to provide all round administrative support.  This will be a job share to ensure full time cover of the role during the week.

Working in a small team, this varied role will act as first point of contact for individuals (patients, carers, bereaved) wanting to access The Mulberry Centre’s services.  The postholder will be responsible for dealing with queries, booking appointments, maintaining the client database and producing reports.  The Services Administrator will work closely with all the client based team on developing our working relationship with our valued and group of service volunteers (counsellors, complementary therapist, welcomers).

This vital role will suit an enthusiastic, proactive administrator who has excellent communication skills.  The ideal applicant will be highly organised and be able to prioritise tasks effectively due to the busy workload. A proven ability to develop, implement and maintain systems and procedures is essential.  You will need to be compassionate and empathetic individual striving to make a difference to people affected by cancer. The Services Administrator will be at the forefront of our client-based services and need to be self-motivated and have a positive and flexible attitude.

To apply please find the information pack,email a comprehensive CV and a covering letter containing a supporting statement showing evidence of how you meet the personal specification of the role.

Our client a leading mental health charity with a busy and growing counselling service requires a discreet, proactive and experienced Administrator to help with the running of our office, reporting to Counselling Service Manager and working alongside a small Counselling team.

Main Duties

Reception

• To respond to arrivals
• To inform counsellors of their clients' arrival
• To ensure the waiting area is tidy and welcoming
• Report to Service Manager any issues and concerns in the premises
• To carry out general reception duties.

Administration

• Respond to telephone enquiries, taking clear and detailed messages, and ensure messages are dealt with efficiently and in timely manner.
• To provide administrative support to the Service Manager and counselling team.
• To manage and organise filing system, keeping it up to date personally as required.
• To manage and update database system regularly as required.
• To assist in the collection and registration of counselling data for service audit and statistical reports.
• Maintain Counselling sessions contributions, budget and records.

Counselling Service

• To arrange counselling appointments, follow up the administrative progress and report to Service Manager of changes in schedules, etc.
• To ensure messages from client to counsellors are delivered efficiently
• To support Service Manager in the organisation and distribution of material to the counselling team.
• To assist in the timely allocation of clients and waiting list management.
• To help develop and improve counselling service by ensuring efficiency in service delivery, establishing effective service monitoring systems, and managing communication pathways.

Personal Specification;

• Minimum 3yrs experience in similar role
• Experience of working in the voluntary sector
• Experience of working in a busy office environment
• Experience of working IT software packages indulging MS office, Word Powerpoint and Excel
• Awareness of the needs of people with mental health issues in the community
• Good written and verbal communications
• Empathetic and able to deal with stressful situations in a calm and professional way

CREST WF is recruiting for a part time administrator for their Day Care Service for adults with disabilities and dementia. CREST is a local charity based in the London Borough of Waltham Forest.

The role is 16 hours a week, Tuesday to Friday 9.15 a.m.-13.15 p.m. 50 weeks p.a.

Salary is £11,487 (£18,666 p.a. pro-rata.)

Closing date is 17.00 p.m. Monday 28th October 2019

Interviews: 6th November 2019 .

General Info

The post-holder would be joining a small team based in The Peterhouse Centre, 122, Forest Rise, E17 3PW. The office is 7 minutes walk from Wood Street overground station or 20 minutes from Snaresbrook Station (Central Line).

The role is pivotal to the safe and smooth running of the Day Care service. CREST has been operating in the borough since the 1960’s and works to support and improve the lives of local people through the provision of a range of services.  Please contact Edith Boase or Kay Watmough for additional information on 020-8521-2975.

The role is 16 hours a week, Tuesday to Friday 9.15 a.m.-13.15 p.m. 50 weeks p.a.

Administrators – various roles

Full and part time hours available

Salary FTE:£18,372 - £20,144 (37 hours per week)

Carers in Hertfordshire is a well-respected, independent, carer-led charity, established in 1995.  The charity works to ensure that all Hertfordshire’s unpaid family Carers are recognised, valued and supported in their caring role and have the opportunity for a life outside caring and can exercise a collective voice in the county. We support adult carers and young carers and provide information and support.  We also arrange a variety of ways for carers to work closely and collaboratively with professional staff in a wide range of voluntary and statutory organisations to link our services and help those organisations to develop a carer friendly focus.

We are looking for reliable and committed people with a can-do attitude, to join our Administration Team, providing administrative support for various services, including:

• Hubs and Mentoring

• Dementia Locality worker

• Young Carers

• Human resources (HR) and governance

The successful candidate will work with the Admin Team to provide an efficient first point of contact for all carers who get in touch with Carers in Hertfordshire about our services, whether it is via telephone, email or face-to-face in the office.

A good standard of IT skills is essential, including experience using databases, Microsoft Office, the internet.

Knowledge of administration activities and taking telephone calls is also required, as is experience of reception duties.

The role will be based at our Head Office in Hertford, though you may also be required to work from our Borehamwood Office. We have a variety of hours available. Please indicate in your application the number of hours you are applying for. The roles will involve either starting at 8.30am or finishing at 5.30pm (4.30pm on Fridays) each day.

Closing date: Monday 4th November 09.00

Interview date:  Monday 11th November 2019

Administrator – Clinical Exams
Circa £29,611 - £36,028 pa plus excellent benefits
London WC1
35 hours per week, full-time

As the Administrator within the Education and Training Division of the College, you will oversee all administration for clinical examinations, from applications to results, on behalf of candidates.

This crucial role requires first class customer service and administration skills along with the ability to liaise efficiently and effectively with the relevant examination leads, the hosts and candidates.

Working closely with key staff, clinicians and other stakeholders, you will be responsible for processing of candidates’ payments, the preparation and distribution of packs for examination centres and for the preparation and distribution of clinical exam materials to the relevant host centres.

Educated to A-level standard or equivalent, you should have substantial relevant administrative skills, along with experience of examination administration and financial reconciliations, perhaps gained in a university admissions setting.

With the ability to deal with large numbers of telephone enquiries, you will be able to prioritise your workload and work well under pressure, ensuring that all records are updated and maintained both electronically and in hard copy form.

The Education and Training Division sets and monitors standard for the training and assessment of doctors working in paediatrics and child health in the UK and overseas. It also sets, monitors and administers the College examinations (MRCPCH and DCH), whilst making recommendations on the training of paediatricians including GMC certification.

The Royal College of Paediatrics and Child Health sets and maintains standards for the education and training of all doctors working in paediatrics and child health in the UK. We advocate on child health issues at home and internationally. Additionally, through a variety of activities, the College influences the quality of medical practice for children in hospital and in the community.

The RCPCH has more than 19,000 members and fellows and employs around 160 staff, most of whom work in our London office in Holborn. We have smaller offices in Northern Ireland, Scotland and Wales.

To apply, please fill in an application form and optional equal opportunity form. CVs are not accpeted.

Closing date: 9am, Friday 31 October 2019.
Interviews: Friday 8 November 2019.

Obsessive Compulsive Disorder (OCD) is a serious mental health condition which can have a huge impact on people’s lives. It’s widely misunderstood and often trivialised, something which can contribute to feelings of isolation and shame.

We have a really exciting opportunity for you to join OCD Action, the largest charity supporting people affected by OCD in the UK, and make a big difference to the lives of young people affected by this debilitating condition. 

As the Youth Service Manager, you will be responsible for the delivery of the OCD Youth service, which is run by young people with OCD, for other young people with OCD. As well as delivering a unique youth e-helpline, the service includes: peer-support forums and social media groups, activity days for young people, school awareness talks, and many online resources to help inform and support young people who have/think they may have OCD.

At the heart of OCD Youth is a panel of volunteers aged 13-25 with personal experience of OCD. As the Youth Service Manager, you will recruit, train and support all youth volunteers (including those working on the youth e-helpline), manage OCD Youth’s digital platforms including the OCD Youth app, coordinate schools and awareness talks and activity days for young people with OCD and lead the overall delivery of the service.

We are looking for an enthusiastic, well organised, driven individual who is passionate about improving and delivering mental health support and information services for young people. 

To apply for this role, please complete the application form and submit it with a covering letter. (For more details, click on 'How to apply').

Please also note:

• The deadline for this job application is 5.00 pm on Wednesday 30 October 2019.
• We are not accepting CVs for this position so please do not send one.
• Appointment to this position is subject to an enhanced DBS check and satisfactory references.

Facilities administrator

Closing date:21 October 2019

Aim of the role: To support and empower our customers to increase their life skills

Salary:£21,630 per annum

Location:South Wimbledon

Contract:        Permanent

Hours: 37.5 per week

Benefits:

As part of your employment package with us, we offer:

• a competitive salary, comprehensive training and development programme 
• 25 days annual leave plus bank holidays, increasing each year to 30 days annual leave plus bank holidays after 5 years 
• option to buy or sell annual leave up to one week’s annual leave
• a health cash plan providing cash back towards healthcare bills and other wellbeing benefits
• occupational sick pay
• contributory group pension scheme
• free life assurance
• cycle to work scheme and season ticket loans

About the Role

Evolve Housing + Support is a leading homelessness charity working across London. We currently work across 12 London boroughs to provide supported housing and a range of support services.

This is an opportunity to work in a busy Facilities Team to ensure that Evolve services are safe and secure for those who live, work or access support in them.

The successful candidate will be someone who is able to provide administration of the Facilities service so that staff and customers receive a responsive and prompt service that is effective and value for money.

About You

You will need to be an organised person able to respond to changing priorities and timeframes. You will need to be literate and numerate to a good standard in order to manage information and IT systems in a busy work environment. You should be approachable and able to communicate effectively with colleagues and customers.

About Evolve Housing + Support

Evolve is a leading homelessness charity in London, providing housing and support to over 2,000 people each year.

We believe in building on people’s strengths, aspirations and goals to help break the cycle of homelessness and help them move forward with their lives.

We offer a programme of support tailored to meet people’s individual needs, including housing, employment and skills training, mentoring and counselling. We work with young parents and children at risk of exclusion to build the skills and resilience that can help prevent homelessness. We campaign to end street homelessness. We build affordable homes to help people move on to an independent life.

Our mission is to help children, young people and adults who are homeless or at risk of homelessness reach their potential, and move on to live happy, fulfilled lives.

Your application

Evolve Housing + Support is an equal opportunities employer and encourages applications from all sections of the community, including people who have experienced homelessness themselves.

Please ensure that your answers give a clear outline of how your application meets the criteria for this job.

______________________________________________________________________________________________

Facilities Administrator

Role profile

Job title:   Facilities Administrator

Department:   Facilities Management

Reports to:   Facilities Team Leader

Location:   Kingston Road – Wimbledon

Hours:   37.5 hours Monday to Friday business hours, with occasional requirement to work early morning or early evenings.
 

About Evolve

Evolve Housing + Support is a leading homelessness charity in London, providing housing and support to over 2,000 people each year.

We believe in building on people’s strengths, aspirations and goals to help break the cycle of homelessness and help them move forward with their lives.

We offer a programme of support tailored to meet people’s individual needs, including housing, employment and skills training, mentoring and counselling. We work with young parents and children at risk of exclusion to build the skills and resilience that can help prevent homelessness. We campaign to end street homelessness. We build affordable homes to help people move on to an independent life.

Our mission is to help children, young people and adults who are homeless or at risk of homelessness reach their potential, and move on to live happy, fulfilled lives.

Job description

Overall aim

To provide administration of the Facilities service so that staff and customers receive a responsive and prompt service that is effective and value for money.

 What to expect

• Dealing with all maintenance queries and requests to prioritise work with the maintenance team and schedule appointments.
• Liaising with approved suppliers to get quotes, schedule work and order supplies.
• To keep all facilities systems (H&S checks, financial information, Pyramid) up to date and to produce KPI data.

 Key Responsibilities

Administration

• Keep timely and accurate records including customer files, monitoring information etc.
• Provide written reports and information as requested.
• Be aware of, and adhering to, all relevant financial procedures.
• Maintain personal records on the HR database.
• To respond to Facilities queries from across the organisation and to provide a first port of call service to staff and customers.
• To collect feedback from customers on completed maintenance works and monitor customer satisfaction levels with maintenance.
• To provide clear communication and updates to staff and customers on outstanding maintenance work, plans and systems including guidance on what is and isn’t maintenance and how to use on-line systems to report maintenance issues. This includes attendance at team meetings and induction of new staff.
• To use on-line system (Pyramid) to monitor and respond to all maintenance requests promptly and within set timescales.
• To prioritise maintenance requests.
• To work within a busy maintenance and facilities service to plan and schedule maintenance works across all Evolve sites.
• To communicate effectively with Evolve staff and customers to plan maintenance works.
• To provide an appointment system for customers who request this around maintenance works.
• To liaise with external contractors to obtain quotes, plan and schedule maintenance works.
• To deliver informal Pyramid Maintenance Request training to staff
• To plan maintenance work so that emergency, urgent and routine works are all carried out within target timescales.
• To monitor and order equipment for the projects, including furniture, white goods, cleaning products and adhoc items.
• To process work orders and invoices promptly and within finance protocols.
• To maintain records for all Facilities activities including ensuring that Health & Safety records are up to date.
• To have a good knowledge of and maintain good relationships with key suppliers.
• To assist projects and the Facilities team leader to source good quality and value for money suppliers.
• To collate and produce key performance data for facilities.
• To maintain up to date contact lists of emergency contractors and out of hours arrangements for all staff.
• To support and work with volunteers.
• To assist the Facilities Team Leader and Facilities Area Manager with special projects e.g. refurbishment of properties, development works or new initiatives.
• To work with the office receptionist/admin worker to ensure that vital functions are covered during leave or absence.

Health and Safety

• Ensure that you have up to date information on Health and Safety, and to manage the environment.
• Be fully aware of, and working within Health and Safety legislation.
• Carry out regular Health and Safety inspections, taking immediate action to remedy health and safety defects and alerting the appropriate people in line with Health and Safety Policies.

General

• Ensure Evolve’s Equality and Diversity Policy and Code of Conduct are actively promoted and adhered to in all areas of work, and that services are accessible to all individuals.
• Work within the GDPR framework.
• Attend and fully participate in one to one meetings, annual reviews, team meetings and all training provided.
• Engage with colleagues and management to fully support the effectiveness of the team.
• Work across other locations, and attending training and meetings on other sites, as required.
• This job description provides an indication of the roles and responsibilities for the post of Facilities Administrator but should not be construed as an exhaustive list of the duties that the post holder may be asked to undertake.
• This job description provides an indication of the roles and responsibilities for the post of Support Worker, but should not be construed as an exclusive list of the duties that the post holder may be asked to undertake.
• All Evolve employees must also be aware of, and adhere to, all Evolve policies and procedures.
• Evolve reserves the right to amend this role profile as necessary, after consultation with the post holder, to reflect changes to the role.

Person Specification

Experience

• Experience of working in a maintenance/facilities/housing service
• Experience of working in a busy service
• Experience in a customer facing environment
• Experience managing own time and workload
• Experience using varied IT systems including Word, Excel and Outlook applications

Knowledge

• An understanding of and commitment to Diversity & Equality
• An awareness of the challenges faced by homeless and vulnerable people
• An understanding of Health & Safety at Work regulations
• Knowledge of health and safety requirements of a social landlord

Skills and abilities

• Ability to prioritise workload and manage competing tasks
• Good communication skills both orally, written and electronic
• The ability to remain enthusiastic and committed in the role 
• The ability to be proactive and use own initiative
• Able to stay calm and helpful at all times, even when faced with challenging situations
• Ability to use housing management software/packages and operate a repairs appointment system