Job Description

Job Description & Person Specification

Job Purpose

To provide administrative support to the Shared Lives service and support with the day to day management and oversight to ensure a smooth running of the team.  The post holder will need to work closely with the finance team to process and track invoices and ensure payments are received in a timely manner.  The role will be office based although there may be a requirement to represent Shared Lives at external events or meet with customers/carers or other organisations.

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.
  • Use required systems to ensure accurate records are held and where required support the Shared Lives Manager with auditing, collating and reporting of data.
  • Act as first point of contact for internal and external enquiries. This includes the main phone line and inbox as required.
  • Devise and maintain office systems, including data management and filing. Support with development of new and effective business solutions.
  • Coordinate and ensure all Shared Lives staff are kept up to date with mandatory training.
  • Arrange meetings, events and phone calls and book meeting space. Attend meetings, take minutes and action points where needed.
  • Capture, monitor, and prompt on actions, ensuring they are carried out in a timely fashion.
  • Organise and maintain diaries, whilst minimising wasted time through unnecessary travel.
  • Deal with incoming emails, mail and phone calls where appropriate, develop an understanding of the needs of the service.
  • Process invoices, create purchase orders and monitor all payments made and owed.
  • 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.
  • Produce Performance data and management information on the service.
  • Order office and hub supplies and equipment as needed, replenishing supplies in a timely fashion.
  • To support Managers with budget setting, reconciliation and preparation.
  • To support Managers with recruitment including arranging interviews, following up with Candidates and preparing interview questions.
  • Work collaboratively with other operational administrators to share best practice, provide support and put in place cover for holidays and absences.

   

  This is not an exhaustive list of responsibilities 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.
• Undertake any other duties that may reasonable be required of this role and as requested by manager (s).
• 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.