Business Support Administrator

Humber Recruitment are currently seeking a Business Support Administrator on a part-time basis for a client of ours based in Grimsby.

REPORTS TO: Business Support Team Leader

HOURS:20 hours per week M-F 9-1 one week, M-T 10-5 second week

HOLIDAYS: 24 days per year, increasing to 26 days (with progression)

RATE OF PAY (PRO RATA): £24,830.95 (Band A) with progression to £26,812.67 (Band C)

Overall purpose of job:

To provide an efficient and effective administrative and support service to the Fostering, Residential and Domiciliary services, Directors, departmental managers, staff and carers for the whole organisation.

Exercise initiative and independent judgement, ensuring a high degree of tact, diplomacy and confidentiality at all times.

MAIN DUTIES & RESPONSIBILITIES

ADMINISTRATIVE TASKS

• Perform reception duties, greeting all visitors to the building in a polite and friendly manner, ensuring they sign in and out of the building.
• Deal with incoming and outgoing mail on a daily basis. Frank outgoing mail, arranging post by special delivery when required.
• Answer and direct telephone calls professionally and confidently; messages to be recorded in a clear and legible way and passed to the appropriate person, and recorded on CHARMS, where appropriate.
• Update and maintain the daily staff board.
• Working on a rota with the administration team, take responsibility for the production of the organisation’s fortnightly newsletter “Noticeboard”, overseen by the Director of Operations.
• Maintenance of accurate filing systems (manual and electronic)
• Liaise with third-party suppliers in the ordering of stationery, flowers, groceries, etc.
• Normal daily office duties will include typing letters, photocopying, binding, laminating and shredding of confidential documentation, scanning, uploading.
• Provide full word-processing, clerical and administrative support, dealing with verbal and written communication which is of a highly confidential, emotive and sensitive nature.
• Assist with the ongoing maintenance of the administration procedure files, ensuring updates are made as and when required.
• Type letters, reports, etc, ensuring there is consistency in formatting and overall presentation, maintaining the positive image and reputation of the organisation.
• Provide secretarial and administrative duties for the Directors as required, including the preparation of Management Information.
• Monitor CHARMS electronic diary reminders to ensure admin tasks are completed within the respective timeframe.
• Support the Directors, managers/team leaders and SLW’s by responding to specific individual requests.
• Maintain CHARMS database for children and carers as appropriate to enable staff to access accurate data.
• Process placement starts, stops and respites, as appropriate, to ensure children’s CHARMS records are accurate.
• Support Managers with the implementation and updating of Outcome Trackers on CHARMS.
• Ensure all data is recorded on CHARMS where appropriate, assisting with media (leaflets, brochures, etc).
• Assist with the process of preparing for OFSTED inspection by completing all delegated administration tasks as required.
• Attend and contribute to monthly team meetings.
• Take accurate minutes at meetings when required.
• Comply with Fostering, Children’s Home and Domiciliary Care Guidelines, Standards and Regulations.
• Maintenance and archiving of all related documentation, manual and computerised, ensuring the safe storage of the highly confidential information in line with National Minimum Standards guidelines.
• Responsible for the input and maintenance of all DBS records for carers, their families and associates. The systems are to be maintained and audited regularly, informing the Registered Manager of updates as required.
• Assist in the recruitment and interview process for new administration team members.
• In addition to the duties and responsibilities list above, the post holder is required to perform other duties and tasks that are commensurate with the role.

ADDITIONAL RESPONSIBILITIES

You will:

• Represent and celebrate the values, cultures and ethos of the organisation.
• Attend all training courses to achieve and maintain all qualifications relevant to the post.
• Comply with the General Data Protection Regulations, processing data only as determined by the organisation’s policies and procedures
• Attend and contribute to monthly team meetings.
• Maintain confidentiality.
• Adhere to and commit to health and safety responsibilities of self to ensure safe practice.
• Undertake all duties with full regard to the organisation’s equal opportunities policy.
• Liaise closely with relevant others within the organisation to ensure the overall purpose of the post is achieved.
• Build and maintain good working relationships, liaising with the organisation’s staff and external agencies professionally.

To apply for the position, click the apply button below or at the top of the page and complete the form. For more information on the role, call our team on 01472 729768 and we will be happy to assist. You can visit our jobs page to see our full list of available vacancies.

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