AGE UK EAST SUSSEX - JOB DESCRIPTION

JOB TITLE: Services Team Administrator

ACCOUNTABLE TO: Services Team Leader

LOCATION: Newhaven Office

HOURS OF WORK: 11.5 hours per week

CONTRACT: Permanent part-time job share with current postholder

PURPOSE OF POST:

To support the Footcare and Day Clubs Teams by responding to client referrals and enquires, posting client referral forms, inputting client data onto Charity Log and to support the teams with administrative tasks as needed.

MAIN DUTIES AND RESPONSIBILITIES:

1. To respond to client enquiries and referrals within 2 working days of them being received. To ensure that all messages on the Footcare answerphone are responded to within 48 hours.

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

3. To ensure that accurate client records are managed in a safe and confidential manner in line Age UK East Sussex’s Data Protection Policies and Procedures, ensuring documentation is kept up to date and when cases are closed, filed appropriately.

4. To make up the Footcare referral packs ready to be posted.

5. To support the Services Team Leader in monitoring Footcare sundries stock levels, distribution to the Footcare team and checking invoices for payment.

6. To deal with client incoming calls professionally, ensuring confidentiality is maintained and relaying messages accurately.

7. To keep up to date with team and service developments.

8. To support the Footcare and Day Clubs Teams with any administrative related tasks and requests as needed, to include but not limited by printing off client record sheets, appointments cards, templates and labels, uploading documentation and archiving.

Services Team Administrator March 2019

OTHER:

1. To work within the policies, procedures and quality frameworks adopted by Age UK East Sussex with particular attention to equal opportunities, data protection/confidentiality, safeguarding and health and safety requirements.

2. To undertake relevant training as required by the organisation and agreed with your line manager.

3. To be an Ambassador for the Charity, positively promoting the organisation and its services at all times.

4. To undertake other such responsibilities and duties as may be reasonably required by your line manager within the level and grading of the post and to work flexibly as required.

Age UK East Sussex reserves the right to review this job description from time to time to best suit the changing nature of the role in line with service needs. Any changes to this document will be made by mutual agreement.

Services Team Administrator March 2019

Person Specification

Attribute Quality Essential Desirable

Assessed

Education / qualification

GCSE or equivalent in English and Maths.

E Application

ApplicationExperience Proven administration experience.

Evidence of working on own initiative and autonomously.

Excellent organisational skills.

Evidence of completing data entry work to a high standard.

Experience of working in a team.

Ability to handle confidential information in a professional manner.

E

E

E

E

E

E

Application

Application

Interview

Application/ Interview

Application / Interview

Application/Interview

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

An understanding of Data Protection and GDPR compliance

E

E

Application

Application/Interview

Skills and abilities

Ability to complete and produce statistical reports.

Excellent telephone manner.

Proven database skills.

Ability to input data quickly and accurately.

Able to meet deadlines and prioritise workloads.

Good organisational skills.

D

D

E

E

E

E

Application/ Interview

Application / Interview

Interview

Application / Interview

Application / Interview

Application/Interview

Services Team Administrator March 2019

I confirm that I have received and read the above Job Description and Person Specification.As an employee of the Charity, I understand the duties and responsibilities assigned to me. Furthermore, I understand that these are intended as guidelines and may change over time, as necessary. From time to time, I understand I may be asked to perform duties and undertake responsibilities that are not specifically set out in my job description but are suitable for my role and level.

Employee Name............................................................................................................

Signature........................................................................................................................

Date.................................................................................................................................

Services Team Administrator March 2019