Job Description & Person Specification
| Title: |
Day Services Team Administrator Roles |
| Reports to: |
Service Coordinator |
| Accountable to: |
Area Operations Manager |
| Location: |
|
| Hours: |
37.5 hours per week |
| Salary: |
Assistant Administrator: £16,100 – £17,590
Administrator Grade 1: £18,400 – £20,110
Administrator Grade 2: £20,200 – £22,070 |
| Date reviewed |
August 2019 |
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.
Job Purpose
All Admin Grades: Assistant Administrator, Admin Grades 1 and 2
To provide an administrative and support service to the team with the day to day management and oversight to ensure smooth running of the service. This includes working collaboratively with the Service Coordinator and Team Members to ensure a high standard of customer service. The role will be office based.
Admin Grades 1 and 2:
As well as the roles and responsibilities outlined above, post holders will need to work closely with the finance team to process and track invoices, ensure payments are received in a timely manner, maintain team diaries, manage correspondence coming into the service, including monitoring team email boxes.
Admin Grade 2:
As well as the roles and responsibilities outlined above, Admin Grade 2 post holders will be expected to liaise with HR to provide payroll information, create and generate reports as required by management, as well as overseeing banking and petty cash. Whilst not formally supervising Assistant and Grade 1 Administrators, a grade 2 postholder may also be required to provide support and guidance.
All Admin grades: Assistant Administrator, Admin Grade 1 and 2:
- To provide administrative support to ensure the efficient operation and development of the service, answering the phone, taking messages and manging incoming post.
- Meeting and greeting visitors including managing sign in book and visitor ID badges.
- Provide support for meetings, ensuring room is clean and tidy and to provide refreshments.
- Act as first point of contact for internal and external enquiries, and refer to relevant person
- Any other reasonable duties appropriate to the post as required by the manager.
Admin Grades 1 and 2:
As well as the key responsibilities outlined above, post holders will:
- 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.
- Process invoices, create purchase orders 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.
Admin Grade 2:
As well as the key responsibilities outlined above, post holders will:
- 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 Service Coordinator with auditing, collating and reporting of data.
- Devise and maintain office systems, including data management and filing. Support with development of new and effective business solutions.
- Capture, monitor and prompt on actions, ensuring they are carried out in a timely fashion.
- 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.
- Support with recording accurate payroll and issues relating to staff leave.
- Banking and administration of petty cash.
- 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
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
All Admin Grades: Assistant Administrator, Admin Grade 1 and 2:
- 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.
Admin Grades 1 and 2
- 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.
