Job Description & Person Specification

Title:   Short Break Banstead Administrator
Reports to: Registered Manager
Accountable to: Senior Operations Manager
Location: Banstead
Hours:                   37.5 hours per week
Date reviewed July 2022

Job Purpose

To provide administrative support to the Short Breaks Banstead 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 provide financial reports, information when required.

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 Registered Manager with auditing, collating and reporting of data.
  • Act as first point of contact for internal and external enquiries.
  • Devise and maintain office systems, including data management and filing. Support with development of new and effective business solutions.
  • Coordinate and ensure all Short Breaks Banstead 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.
  • 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.
  • Any other duties appropriate to the post as required by the manager.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

Person Specifications, Qualification, Experience, Skills, Knowledge


Attributes Essential Desirable


Qualification and Training





  • Minimum 5 GCSE



  • Degree or further education desirable but not essential
  • Administration qualifications desirable


Skills, Knowledge and Experience



  • Excellent written and spoken communication skills
  • An advanced user of IT hardware and software
  • Commitment to delivery high quality services to customers and team
  • Excellent organisation skills
  • Ability to prioritise work in an environment that may have conflicting pressures and demands
  • Attention to detail and ability to work with minimum supervision
  • Time Management and good timekeeping, making effective use of time and resources
  • Invoicing and financial processing
  • Ability to understand and work within relevant legislation
  • Experience in working in a busy office environment
  • Administration background
  • Minute taking



Personal Qualities


  • Good communicator
  • Reliable, friendly and approachable
  • IT skills and willingness to learn new systems
  • Strong organisational skills and ability to prioritise
  • Excellent problem-solving skills and evidence able to complete tasks independently and as part of a team.
  • Excellent attention to detail
  • Good team player


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