Creative Support Ltd Head Office Tel: 0161 236 0829 Wellington House Fax: 0161 237 5126 Stockport recruitment@creativesupport.co.uk SK1 3TS www.creativesupport.co.uk Part Time Administrator/ Personal Assistant Reference: 21149 Bury Office Closing Date: 30 March 2018 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 Recruitment, Creative Support, Head Office, Wellington House, 131 Wellington Road, Stockport, SK1 3TS. Alternatively application forms completed by typing can be emailed to recruitment@creativesupport.co.uk. 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. Yours faithfully Recruitment Department Finalised: 09/03/18 Leigh Birch Employment will be subject to enhanced Disclosure and Barring Service checks and SOVA checks. Page 1 of 6
JOB DESCRIPTION Administrator/ Personal Assistant Bury Office Responsible to: Line Manger Scope of the Role Creative Support is an established not for profit social care company with an excellent level of achievements at rating Good with CQC (Care quality commission). We are looking for a strong administrator and a caring individual who is flexible and interested in carrying out a diverse and rewarding role supporting the Bury services. Main Purpose: The main purpose of the post is to provide an efficient and responsive administration service within our Bury office. 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. The post holder must be able to plan and prioritise a varied workload, exercising appropriate judgement and responding promptly and appropriately to all enquiries. The post holder will be required to handle information of a confidential nature and must observe the highest standards of professionalism, discretion and confidentiality. The administrator will also have a personal assistant element to the role for the Senior Operations Manager, tasks such as taking minutes of meetings, preparation of letters, report writing, making appointments on their behalf etc. The role will involve some travel to various services to assist with specific pieces of work as and when required. Reception and Administrative Duties 1.1 To provide secretarial and administrative support to senior staff including newsletters, promotional items etc. 1.2 To type correspondence and to produce professional documents and reports 1.3 To answer the phone in a professional and efficient manner, take accurate messages and liaise with other staff and managers. 1.4 To organise the approval of timesheets, overtime and expense claims for senior staff. 1.5 To order and put away stationary and office equipment. 1.6 To keep the filing system in order. 1.7 To prepare monitoring statistics and reports as directed by the Unit Business Manager. 1.8 To photocopy forms and ensure sufficient stocks of paperwork. 1.9 To prepare invoices and invoice reports as well as debt control in addition to maintaining project petty cash. Page 2 of 6
1.10 To minute meetings as required. This includes manager meetings, team meetings as well as confidential personnel meetings such as grievances, complaints investigation and disciplinary meetings. To maintain confidentiality at all times. 1.11 To ensure the prompt and efficient distribution of written and electronic mail, in and out of the office, disseminating information to key staff, flagging up important matters and ensuring that they are followed up. 1.12 To support senior colleagues with general administration tasks such as preparation of letters, report writing, making appointments on their behalf etc. 1.13 To develop and maintain efficient and effective office systems, data collection and management processes. This will include keeping accurate and accessible records in both paper and electronic format and being able to locate key information and files promptly when required. General Duties 2.1 To accept regular support and supervision from line manager. 2.2 To carry out all work in a manner consistent with the aims of the Bury Services and the philosophy of Creative Support. 2.3 To comply with and implement the Equal Opportunities Policy of Creative Support. 2.4 To maintain confidentiality at all times, in accordance with the agreed policy. 2.5 To treat all service users and stakeholders with respect and courtesy. 2.6 To observe any written policies, procedures and guidelines for good practice agreed by Creative Support. 2.7 To provide administrative support to all of our schemes and services in the Bury area. 2.8 To liaise with Head Office to coordinate local staff placements on relevant training courses, logging delegate lists and confirming attendance numbers. 2.9 To deliver mini-induction training to new starters at the service. 2.10 Any other duties as required. Page 3 of 6
PERSON SPECIFICATION Administrator/ Personal Assistant Bury Office Skills / Knowledge Requirement 1.1 At least 1 years experience of administration/reception work, paid or unpaid, within a busy office environment Application Form and Interview 1.2 Good communication skills and the ability to listen sensitively to others Application Form and Interview 1.3 Willingness to consult colleagues and to work as part of a team 1.4 A good standard of verbal and written English Assessed by Application Form 1.5 Basic keyboard skills Assessed by Application Form and Interview 1.6 Familiarity with computer software, particularly MS Office Assessed by Application Form and Interview 1.7 Ability to organise and prioritise workload and to work unsupervised Assessed by Application Form 1.8 Good telephone skills 1.9 Fast accurate typing (minimum of 50wpm) and Exercise 1.10 Shorthand or audio skills Assessed by Application Form and Interview Personal Qualities 2.1 A warm approach to colleagues and service users. and Application 2.2 Willingness to work flexible hours 2.3 Willingness to attend training courses and events Desirable 2.4 Ability to demonstrate a high degree of self motivation and commitment 2.5 Willingness to participate in regular supervision with line manager Page 4 of 6
TERMS AND CONDITIONS ADMINISTRATOR Bury Office Pay Structure: Up to 8.40 per hour (depending upon experience and qualifications) Point 1-8.00 per hour Point 2-8.20 per hour Point 3-8.40 per hour Hours of Work: Part Time hours 22.5 hours per week. To worked 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