Job Description. Rapid Response Project Administrator

Transcription

1 Job Description Job Title: Location: Responsible to: Responsible for: Job Purpose: Rapid Response Project Administrator YMCA Norfolk Offices Families Engagement Manager n/a To support the Rapid Response Project with all administrative tasks. To support the Senior Engagement Worker/Manager with the rota for staff/on call/referrals. To take referrals into the service during office hours and input all information onto INFORM, pass over this information to the senior/member of staff on duty so we can be a seamless/reactive service. To attend meetings as required and take minutes. Support the Families Engagement Manager with any administrative tasks required on an ad hoc basis. Main Responsibilities Service Delivery Provide administrative support to the Rapid Response project. Provide administrative support to the Senior Engagement Worker/ Manager for the Rapid Response Project. Complete monthly rota s for staff on shift/ooh families support/ooh referrals. Complete daily handover to staff on call overnight/weekends/bank holidays of current families and current capacity within the team. Collect and Input data- From all referrals and ensure this is tracked working with our performance and impact officer to ensure all Key Performance indicators are met. Collect and Input data for finances of the project ensuring we are within the parameters each quarter or informing the project lead if this is over such parameters. Invoicing requests will be an integral part of this role ensuring payment for work completed in a timely manner. Send through good news stories for the staff magazine monthly. Photocopying, faxing and scanning as required. Provide support in filing, archiving and typing across all projects as part of the Families team. Answer the telephone, take and communicate messages.

2 Attend Families Team / Communities Team meetings and take notes/minutes and circulate to team as and when required. Set up meeting rooms including ensuring tea, coffee and general refreshment supply is sufficient. Working alongside the existing Communities Team Administrator to ensure cover for each of you when one is on leave/sickness Safeguarding To ensure that YMCA Norfolk s Safeguarding Procedures, Policies and Operational Guidance are delivered in line with our values and ethos. To ensure the primacy of safeguarding children, young people and adults within or connected to YMCA Norfolk. To promote the welfare of children, young people and adults within or connected to YMCA Norfolk. Internal Communications To ensure effective liaison with all departments regarding relevant issues and information. To ensure effective liaison with all departments regarding families related issues and information, including the Finance Department. To ensure confidentiality practices and data protection is upheld in line with policy and legislation Development To develop and maintain strong relationships across the Organisation and work within a Multi-Agency approach if this is required. To contribute in monthly team meetings to further the current community work in line with the Organisations vision and strategy. Attend and participate in regular one to one line management and an annual appraisal. Performance Management To work with the Finance team to ensure that all invoicing and payments are undertaken in the appropriate timeframes. To adhere to all lone working policies and risk assessments provided for you by YMCAN. To ensure that the performance requirements of YMCA Norfolk (YMCAN) and funders are met and that parents and their families receive a high quality personcentred service that is in line with YMCAN s values. To maintain effective systems for recording and measuring outcomes for Quality Assurance purposes. To be alert to and manage risk effectively in all locations.

3 To adhere to all lone working policies and risk assessments provided for you by YMCAN. To actively take part in required mandatory training as part of the yearly cyclical training calendar. To operate within clear professional boundaries and work within YMCA Norfolk s Staff Code of Conduct. To operate within the Behaviours Framework embedded across the organisation. To implement and adhere to YMCA Norfolk s Policy and Procedures at all times. Involvement To actively encourage a culture of involvement and inclusion of young people in the work and life of YMCAN. To engage in wider involvement opportunities and activities of YMCAN. Equality and Diversity To act in accordance with YMCAN s equality, diversity and inclusion policy and procedures, to ensure that the Association is compliant with legal and regulatory requirements. Christian Ethos To work in line with the ethos of the organisation across the service area. To ensure all policies, procedures and working practices within the service area support the Christian identity and values of the organisation. To carry out any other tasks that may be required from time to time in accordance with the post holder s capabilities and the changing working environment.

4 Terms and Conditions Pay: Grade A 8.09 per hour Hours: 37.5 hours per week Contract: Fixed term until 31 st March 2019 Shift Pattern: Annual Leave: Pension: Notice Period: Conditions of Appointment: In Service Training: Monday Friday 9am 5pm. 33 days (pro rata) per annum inclusive of Bank and Public Holidays. Access to contributory stakeholder pension scheme after 3 months. 1 month Satisfactory references and satisfactory DBS check. This post is subject to a 6 month probationary period. Time allowed for in-service training, subject to budgetary provision. Scale Staff Sites Discretion to Act Environment 1. YMCA Norfolk operates on a 24 hour, 365 days per year basis. None Norwich will be the primary location but regular visits to all YMCA Norfolk sites may be required. Any expenditure within the role is to be approved by the Families Engagement Manager. In extreme circumstances, the post holder may need to be contacted in the event of an emergency related to their Service Area. 2. Unsocial hours Occasional projects, meetings and social events may require working evenings and weekends. 3. Risk The post holder works in a normal office environment so the potential rick is assessed as being low.

5 Person Specification Job Title Rapid Response Project Administrator Category Essential Desirable Knowledge Skills Aptitude Experience Education K1 - Knowledge of office processes, including financial controls and customer service K2 - Knowledge of general administration processes S1 - Interpersonal skills, sufficient to communicate effectively with a wide range of staff and external contacts S2 - Good written and verbal communication skills S3 - Time and Project Management Skills A1 - Competent user of MS Outlook, Word, PowerPoint and good skills in Excel A2 - Attention to detail and rigorous approach to best practice A3 - Able to demonstrate a clear commitment to excellence in service delivery E2 - Experience in administration E3 - Experience of prioritising a varied workload in a time pressured setting Q1 - GCSE English Grade C or equivalent K3 - Basic knowledge of rota s and organising staff as part of this E1 - Experience of the voluntary sector Q2 - Evidence of recent relevant training Christian Ethos V1 - In sympathy with the Christian Identity of the YMCA

6 Personal Qualities P1 - Able to present self and work effectively P2 - High levels of honesty, integrity and discretion Circumstances C1 - Able and willing to work unsocial hours C2 - Hold a full driving licence and have own transport Health Equality and Diversity H1 - Able to meet the requirements of the post with or without reasonable adjustment O1 - An understanding of equality and diversity