Job Description

Job Description & Person Specification

Job Purpose

To provide a responsive and adaptive quality administrative support service to Community Choices, to ensure the smooth running of the service. This involves working collaboratively as part of the administration team with the Area Operations Manager, Team Manager and Team Members, as well as other support functions to ensure a high standard of customer service.

To uphold the standards set out in the Customer Care Commitment:

• We value diversity and will treat you with respect and fairness, adapting our approach to suit you.
• We will respond promptly and be welcoming, greeting you with kindness and courtesy.
• We will be helpful and knowledgeable about all the ways Surrey Choices may be able to assist.
• We will work as a team to make sure your enquiry is dealt with in the best possible way.
• We welcome feedback about your experience so that we can continue to learn and improve.
• We will treat your personal information with care and respect your privacy at all times.
• If we cannot help you straight away, we give you a time-scale and keep you updated on progress.
• If we are unable to assist you, we will try to be helpful and put you in touch with others who can.

Key Responsibilities

• To provide administrative support to ensure the efficient operation and development of the service. This includes the main phone line and inbox as required.
• Front of house responsibilities including answering the phone, taking messages and manging incoming post.
• Meeting and greeting visitors including managing sign in book and visitor ID badges.
• Act as first point of contact for internal and external enquiries and refer to relevant person.
• Provide support for meetings, ensuring room is clean and tidy and to provide refreshments.
• Arrange meetings, events and phone calls and book meeting space. Attend meetings, take minutes and action points where needed.
• Organise and maintain team diaries, to ensure smooth running and good time management
• Deal with incoming emails (including monitoring of team email addresses), mail and phone calls where appropriate, develop an understanding of the needs of the service.
• To prepare and despatch correspondence received in accordance with team requirements to ensure an efficient and timely response.
• Work in collaboration with the finance team to process invoices and monitor all payments made and owed.
• To liaise with the appropriate facilities manager to ensure premises are compliant with health and safety requirements and maintenance issues are reported and resolved effectively.
• Perform a range of tasks, using office technology and systems, to support day-to-day operations and maintain an effective system for responding to and manage information requests, complaints etc. to ensure an efficient and timely response.
• Use required systems to ensure accurate records are held and where required support the Manager with auditing, collating and reporting of data.
• Inputting data to relevant systems for health and safety, customer records and Quality Assurance reporting, and creating reports when needed.
• Devise and maintain office systems, including data management and filing. Support with development of new and effective business solutions.
• Provide support and guidance to Assistant and Grade 1 Administrators in carrying out their duties.
• Oversee and provide financial reports on a regular basis, working closely with the finance team to ensure a smooth process.
• Collate payroll information and work in collaboration with HR to ensure accurate recording and support issues relating to staff leave.
• Safes Management: Ensure safes are kept locked at all times and contents lists are up to date. Conduct regular safe audits, to ensure adherence to policies and procedures, including cash limits and compliance in terms of cash limit
• Order office and hub supplies and equipment as needed, replenishing supplies in a timely fashion.
• To support Team Managers with budget setting, reconciliation and preparation.
• To support Team Managers with recruitment including arranging interviews,
• Work collaboratively with other operational administrators to share best practice, provide support and put in place cover for holidays and absences.

• Any other duties appropriate to the post as required by the manager.

This is not an exhaustive list of responsibilities for administrators and may be subject to periodic review.  The content may be amended to meet the changing needs of the organisation in discussion with the post holder.

Other Objectives

• Maintain professional and personal boundaries with all customers, parents & carers, colleagues and other professionals.
• Comply, observe and promote the company’s Code of Conduct.
• Comply with the company’s policies and procedures at all times.
• Take all reasonable precautions to maintain the health and safety of self and others, ensuring that any risks in relation to this are reported and remedial action taken in a timely manner.
• Take responsibility for own continuous professional development and maintaining an adequate level of knowledge and skills pertaining to the role.
• To manage and ensure effective responses to allegations of harm in line with Surrey Choices Safeguarding Policies and Procedures.
• To ensure services manage, handle and store personal and corporate information in accordance with the Surrey Choices Information Governance Policy and procedures.
• Actively support and promote Surrey Choices business objectives, operating model and core values.

Person Specifications, Qualification, Experience, Skills, Knowledge

This Job Description is neither exhaustive or exclusive and may be subject to change in light of company requirements and the development of services.

Please note that progression between grades is not automatic. Administrators would need to either apply for a different post at a higher grade, or if they feel their post has changed sufficiently to warrant a higher grade, a business case would be required. This should be discussed with your line manager.