Date as Postmarked Reference: 8580 Part Time Administrator Leeds Office Thank you for your interest in the above post, please find the specific role requirements and duties for this post detailed within this document. When completing the application form you may submit additional documentation however we cannot accept a CV as a completed application. Please note the following: Once you have submitted or posted your application form allow 10 working days after the closing date for a response. As we do not notify applicants of an unsuccessful application, if no response has been received within this time, please accept this as confirmation that your application has been unsuccessful. Unsuccessful applicants must wait 6 months before applying for a vacancy at Creative Support. Please return the completed application form to Creative Support in the enclosed Freepost envelope or to Recruitment, 5 th Floor, Head Office, 35 Dale Street, Manchester, M1 2HF. Due to our charitable organisational status all application forms submitted without use of the Freepost envelope must be done so using the correct postage amount. Creative Support cannot accept receipt of forms which carry a surcharge due to incorrect postage amounts. Closing Date: 22 November 2014 Yours faithfully Recruitment Department Encs: Application Form Philosophy Statement Additional Information Finalised: 06 August 2013 Finalised by: A.Lunts Employment will be subject to enhanced Disclosure and Barring Service checks and SOVA checks. Page 1 of 6
JOB DESCRIPTION PART TIME ADMINISTRATOR Leeds Office, Cookridge Responsible to: Area Manager / Line Manger Main Purpose: The main purpose of the post is to provide an efficient and responsive administration and reception service within one of our Leeds offices. Our work requires regular liaison with professionals, carers, families and a range of other stakeholders in addition to the service users themselves. It will also involve working with a range of other staff members based in the area (including other administrators based in different geographical areas). A high standard of customer care and professionalism is required at all times. Administrative Duties 1 To provide administrative support to senior staff including newsletters, promotional items etc 2 To answer the phone in a professional and efficient manner, take accurate messages and liaise with other staff and managers 3 To act as a point of contact for family, external agencies and other professionals to ensure effective communication and follow up to issues 4 To type correspondence and to produce professional documents and reports 5 To minute meetings and organise follow up actions 6 To keep the filing system in order including annual leave requests, incidents/accidents, compliments/complaints, goods requisitions and maintenance 7 To prepare plans and reports as directed by the Service Manager 8 To maintain project petty cash in line with Creative Support financial procedures 9 To liaise with Head Office to coordinate local staff placements on relevant training courses, logging delegate lists and confirming attendance numbers 10 To maintain an up to date training and supervision matrixes 11 To deliver mini-induction training to new starters at the service 12 To assist the staff team to produce high quality documentation for service user files including arranging meetings with circles of support & relevant professionals, minuting meetings and typing documentation 13 To order and put away stationary and office equipment Page 2 of 6
Administrative Duties 14 To accept regular support and supervision from line manager. 15 To carry out all work in a manner consistent with the aims of the Service and the philosophy of Creative Support. 16 To comply with and implement the Equal Opportunities Policy of Creative Support. 17 To maintain confidentiality at all times, in accordance with the agreed policy. 18 To treat all service users and stakeholders with respect and courtesy. 19 To observe any written policies, procedures and guidelines for good practice agreed by Creative Support. 20 Any other duties as required. Page 3 of 6
PERSON SPECIFICATION PART TIME DMINISTRATOR Leeds Office, Cookridge QUALITIES REQUIRED How Assessed 1. At least 1 years experience of administration/reception work, paid or unpaid, within an office environment Application 2. Good IT, record keeping and data management skills, including Application proficiency in Microsoft Word, Outlook and Excel 3. Experience of minuting meetings Application 4. Good time management skills, including the ability to work on a Application variety of tasks, prioritise these effectively and use self motivation 5. Excellent customer care skills and the ability to respond to a wide Application range of enquiries 6. Ability to build strong working relationships both internally and Application externally 7. Ability to deal effectively with challenging situations and/or Application persons diplomatically 8. Understanding of data protection & confidentiality issues Application 9. Ability to engage effectively, meaningfully and sensitively with Application service users from a range of client groups 10. Fast and accurate typing skills (minimum of 50 wpm) Application 11. Willingness to work flexibly Application 12. Good work ethic, timekeeping, attendance, professionalism and Application, reliability interview & references or Desirable? Desirable Page 4 of 6
TERMS AND CONDITIONS PART TIME ADMINISTRATOR Leeds Office, Cookridge Pay Structure: Up to 7.20 per hour (depending upon experience and qualifications) Point 1-6.80 per hour Point 2-7.00 per hour Point 3-7.20 per hour Hours of Work: Part time hours of 16 hours per week, to be agreed upon appointment. To work flexibly to meet service requirements. Disclosure Checks: All appointments will be subject to DBS enhanced disclosure, ISA and POCA checks. Probationary Period: The first six months will constitute a probationary period. When this is successfully completed, employment will be confirmed. Holidays: 20 days plus 8 statutory days pro rata Sickness Policy : Creative Support operates a discretionary company sick pay benefit scheme which is for the purposes of preventing hardship during times of serious illness. The eligibility criteria and conditions for payment of Company Sick Pay (inclusive of SSP) are shown in the Employee Handbook. You may be eligible for Company Sick Pay benefits subject to compliance with these criteria as follows:- Creative Support do not pay for the first three days of any sickness absence. First six months service - Not eligible for Company Sick Pay though you may be entitled to SSP. Six months to eighteen months service - Up to a maximum of four weeks at full pay. Eighteen months plus service - Up to a maximum of eight weeks at full pay followed by four weeks at half pay. Part time employees will receive Company Sick Pay benefits as detailed above but pro rata to actual hours worked each week. Company Sick Pay benefits may be withdrawn or temporarily suspended where performance or attendance is unsatisfactory. Pension: Creative Support operates an auto-enrolment pension scheme with the People s Pension. Page 5 of 6
Life Assurance: All staff under Creative Support contract are entitled to free life assurance. This is a valuable benefit which provides a lump sum equal to four times annual salary. Discretionary Benefits: Creative Support offers discretionary benefits in addition to statutory benefits. These include: Paid paternity leave Enhanced maternity leave Compassionate leave Carers leave up to 5 days per annum Employee Counselling Service: All staff, their partners and members of their household have access to an independent confidential, 24 hour telephone counselling service and to legal and financial advice. In addition, up to 6 sessions of face to face counselling can be obtained. This service is delivered by professionally qualified and supervised counsellors and is provided free of charge Hospital Saturday Fund: All employees have access to a special scheme which enables membership of the Hospital Saturday Fund on preferential rates. There are a choice of packages offering different levels of service. Membership is entirely voluntary. Staff Benefits Scheme: As a member of staff for Creative Support you will be entitled to access a range of on-line benefits for various activities and high street stores. Benefits include discounted prices and two for one offers at Theme Parks, Shops, Restaurants and various on-line stores. Page 6 of 6