CALDERDALE CARERS PROJECT JOB DESCRIPTION

Transcription

1 CALDERDALE CARERS PROJECT JOB DESCRIPTION JOB TITLE: Carers Administration and Data Support Officer This post involves contact with carers and their cared for including vulnerable adults. It is therefore subject to a satisfactory Enhanced Disclosure. TENURE: Permanent HOURS: Half Time 18 per week (averaged) including 3 hours per morning Monday to Friday (15 hours per week) and a further 12 hours per 4 week period worked flexibly in accordance with an agreed quarterly work plan. Job share or term time only hours available by agreement. SALARY: Pro rata to 17,714 (NJC SCP18 ) per annum i.e. 8,856 for 18 hours per week LOCATION: Calderdale Carers Project office currently based at Rimani House, Halifax RESPONSIBLE TO: The post holder is line managed by the Operations Manager who will provide structured regular supervision in addition to day to day management and discussion and agreement of quarterly work plan. RESPONSIBLE FOR: Some day to day guidance and support for volunteers. CONDITIONS OF SERVICE: 18 Hour week (average) including occasional evening/weekend hours Contributory defined contribution pension scheme with the Pensions Trust Life cover via the pension scheme. Sick Pay Scheme (entitlement in excess of SSP) 25 days annual leave plus statutory days and additional days (pro rata to hours worked) Long service leave of 1 extra day from year 3 and 3 extra days from year 5 Car mileage allowance whilst on employers business in an approved Grey Fleet (own) vehicle or refund of public transport costs or use of pool car as available. Membership at level 2 of Westfield Health Foresight Plan plus lower level of 'Surgery Choices' PURPOSE OF POST: To provide comprehensive secretarial, administration and data input support. To provide administrative, organisational and general support at activities, training and events. KEY PROFESSIONAL CONTACTS: Carers and Former Carers Staff, Trustees, Treasurer, Volunteers and Members of Calderdale Carers Project.. Statutory and Voluntary Organisations. Providers of sitting services Providers of venues. Providers of activities. SCOPE OF DECISION MAKING Manages own workload in accordance with an agreed quarterly work plan, making routine decisions within established procedure and policy.

2 QUALIFICATIONS/EXPERIENCE REQUIRED FOR POST ESSENTIAL: Business Administration/Secretarial minimum NVQ2 (NVQ3 preferred) or equivalent I.T. qualification e.g. ECDL or CLAIT or equivalent Evidence of ability to use Microsoft Office applications. Evidence of ability to work within social web based media to include Facebook and Wordpress (or similar web site applications) 2 years experience of administration and data work (paid or voluntary) DESIRABLE: Experience of routine financial processing of invoices, payments, petty cash. Experience of working within a small team. ESSENTIAL ATTRIBUTES REQUIRED FOR THE POST Flexible and willing to help other team members Good interpersonal skills that are friendly but professional both on the telephone and face to face Planning and organisational skills. Numerate and able to check basic calculations for accuracy MAIN DUTIES: NOTE: This is a role with plenty of variety of tasks, however volume levels within each task are not high. The work can usually be completed within the timescale and the volume of work required is reflected in setting quarterly work plans. 1. General office, secretarial and administration General clerical and administration duties required for the smooth running of the office including but not limited to: Incoming and outgoing post, incoming telephone calls, message taking, minuting meetings, monitoring and ordering stationery and supplies, basic maintenance of office equipment and printers. 1.2 Ensuring general order and tidiness of offices including monitoring for Health and Safety hazards and arranging PAT testing of electric equipment. 1.3 Processing all aspects of paper documentation including Carer Registration, Back Up Plans and Support Plans ready for inputting onto the database (Charity Log) 2. Maintaining and operating Charity Log Database. 2.1 Operate all aspects of the Charity Log cloud based system including but not limited to: Inputting new and amended carer information and consents including where required contacting the carer to obtain any incomplete information. Process all removals of records from the system Process Support Plans and Back Up Plans onto the system Input of data relating to events, activities and training Cross match the diary to ensure all events and activities are recorded fully. Maintain the professionals/referrers section and supply information as requested. Following training produce monitoring reports extracted from the data 3. Website and Social Media 3.1 Maintain and update as required and agreed the website - currently using Wordpress. 3.2 Maintain Facebook page and produce regular statistics on activity 3.3 Liaise with the staff team for potential updates/posts for website and social media.

3 3.4 Check other sources for potential information that would be useful and check with line manager/senior staff if unsure of relevance prior to posting. 4. Carers Training, Health and Wellbeing Courses. (Looking After Me Course), Activities and events. 4.1 Provide administrative and practical support to delivery staff and volunteers to ensure courses, events and activities run smoothly including but not limited to: All paperwork, letters and administration including CharityLog requirements. Booking replacement care sitters from agreed agency as requested by Senior Manager. Work with team members to ensure all information resources required are available and updated as required. Help with practical arrangements for sessions such as set up of rooms, provision of refreshments and other agreed support to help with the smooth running. Occasionally attending and supporting activities, training and events held in the evening or at the weekend. 5. Finance 5.1 Check and process invoices from receipt through to filing after payment on twice a month bank runs in accordance with agreed procedure. 5.2 Ensure all invoices have been duly authorised for payment by Senior Staff prior to initiating payment within the online banking system for the Treasurer to complete the payment. 5.3 Process fast track payments as required by Senior Manager and liaise with the Treasurer for final authorisation. 5.4 Process and record Petty cash and Pre Paid Debit Card payments. 6. Newsletter 6.1 As part of a team produce the Quarterly Newsletter including design, proof reading and helping to source relevant information for items. 6.2 Print, collate and mail out Newsletter either by post or General Any additional duties reasonably falling within the scope of the post and the grade, as agreed with line manager/member of senior team. Note: The Calderdale Carers Project is a voluntary organisation with a small team of staff all of whom need to be flexible. All staff need to be prepared to work together on projects, help with administration and operational matters and on occasion to provide some cover for each other. Agreed as correct and accepted Signed... Date:...

4 Carers Administration and Data Support Officer Personnel Specification. The table below gives essential and desirable criteria for this post. These will be used to shortlist applicants for interview so it is important that you give information as to how you meet these criteria when completing your application form. Criteria or How Evidenced QUALIFICATIONS AND EXPERIENCE REQUIRED Qualified to NVQ 2 level in Business Administration or Secretarial or equivalent. Qualified to NVQ level 3 or equivalent Information on application form Original qualification certificates at interview I T Qualification e.g. CLAIT or ECDL or similar Information on application form Original qualification certificates at interview Evidence of ability to use Microsoft Office applications. Especially Word and basic spreadsheets using Excel Short exercise at interview. (see information below for details) Ability to work within social and web based media to include Facebook and Wordpress (or similar website applications) Short exercise at interview. (see information below for details) 2 years experience of administration and data work (paid or voluntary) Experience of routine financial processing of invoices, payments, petty cash Experience of working within a small team, Flexible and willing to help other team members

5 ATTRIBUTES REQUIRED FOR THE POST Criteria or How Evidenced Good interpersonal skills that are friendly but professional both on the telephone and face to face Planning and organisational skills Numerate and able to check basic calculations for accuracy Short exercise at interview. (see information below for details) Exercises ADDITIONAL INFORMATION FOR CANDIDATES Candidates invited to interview will be asked to undertake a series of short simple exercises to address criteria as indicated above that are relevant to the duties of the post. No prior knowledge of our systems and procedures will be needed to complete these accurately and they are well within the competency of someone with the level of experience indicated for the post. The exercises will be held in a relaxed and friendly way and support will be available to answer any questions about the tasks. The exercises will cover: Using Microsoft Word to create a basic document that meets the specification given, is accurate and well laid out. Data input to a simple Spreadsheet using the most basic features of Microsoft Excel. A supported exercise assisting a member of our team to update an existing web page using Wordpress. Checking calculations for accuracy. will not be taken up until after offer of a post is made. Any offer of employment will therefore be subject to satisfactory references. Please try to select appropriate referees who can comment on how you meet the person Specification for this post. (especially where evidence of experience or attributes is required) A copy of the Person Specification and the Job Description will be sent along with the reference request. Applications & s Closing date for applications is Monday 22nd February 2015 and interviews will take place on Tuesday 22nd March Please indicate your availability as alternative arrangements can be made. Please note all applications must be on our application form and returned to our office by post or hand we do not accept applications or CV's. Applicants who are current or former carers or who have a disability or long term health condition who demonstrate on their application form that they meet the essential criteria will be guaranteed an interview. Please state this clearly on your application.

6 Carers Administration and Data Support Officer. SALARY: Pro rata to 17,714 (NJC SCP18 ) per annum i.e. 8,856 for 18 hours per week Benefits include: 25 days Annual Holiday plus Bank Holidays, Membership at level 2 of Westfield Health Foresight Plan plus lower level of 'Surgery Choices' Option to join a Contributory Pension Scheme with life insurance included for members. Calderdale Carers Project are seeking to recruit to a varied and interesting half time job. Based in modern offices on the fringe of the town centre and reporting to the Operations Manager. The role is an ideal opportunity for a candidate who can work in a small supportive team carrying out a wide variety of duties. These include data entry, processing carers paperwork, basic processing of invoices and payments, providing administrative support for activities and events, updating the web site and social media and general telephone and office duties. Usual working hours are Monday to Friday with a further 12 hours in each 4 week period worked flexibly by agreement. Job share and term time only working can be agreed. Candidates should have: Minimum of Business Administration NVQ 2 or equivalent (NVQ 3 desirable) I.T. qualification e.g. NCDL CLAIT or similar 2 years experience of administration and data work in a paid or voluntary capacity. Good interpersonal skills that are friendly but professional both on the telephone and face to face An application pack with Job Description, Person Specification giving essential and desirable criteria, further information for applicants and an application form can be downloaded from the link on our website: Please note we do not accept CV's or ed applications. All applications must be on our Application form and either posted or hand delivered to our office. Closing date for receipt of applications is: Monday 22nd February s: Tuesday 22nd March (alternative dates can be arranged if needed) Calderdale Carers Project is a registered charity Company limited by guarantee Registered address: Suite 3, Rimani House, Hall St, HALIFAX, HX1 5BD