Description
Maternity Cover (12 months) for Accommodation Services Administrator
Full Time Working From Home, only a few days induction required at National Office in Lambeth.
Do you have attention to detail, great communication skills, IT skills including MS Excel usage, do you love assist managers with gathering and presenting data? This is a great opportunity to develop skills in the supported accommodation sector working for the oldest but more innovative mental health charity in England. You can empower service users leadership and recovery through admin support for our staff that is working supporting people to overcome challenges and enhance their mental wellbeing.
Key Responsibilities
Work closely with the Regional Heads of Operations and Wellbeing and Development managers offering administrative support where needed- Co-ordinate regular operational group meetings, including venue booking, keeping track of actions, circulating the agenda, taking minutes and scheduling.
- Co-ordinate regular quality meetings, including venue booking, keeping track of actions, circulating the agenda, taking minutes and scheduling.
- Support Heads of Departments regular meetings, managing the agenda and taking minutes.
- Collating and producing information for use by senior managers and trustees in Committee meetings, liaising with colleagues across all departments where necessary.
- Providing administrative support to the policy and procedure review cycle.
- Be the key administrator and point of contact for Together’s incident, accident, and complaints reporting software, guiding staff on how to use the system via webinars/phone support and email. This includes liaising with the external providers to manage the system effectively.
- Use of software to present information in various formats including graphs, flow charts and infographics, where required.
- Provide administrative support to the operations duty system (e.g., on call rota management, checks on the automatic number transfers).
- Where required, be first point of contact for complaints or compliments made by phone about Together services.
- Where required, provide ad-hoc support for other departments including inbox/query management.
- Ensure that data for incident, accident and complaints review meetings are met, providing different formats of presentation including graphs, tables and where required, infographics.
- Carry out light computer drive-based filing and correspondence duties where required.
- Support operations manager with reminders of deadlines and collating data to be communicated to or from other department (e.g. Finance, Housing, HR, Training)
- Organise meetings including venue booking, catering, circulating agendas and producing minutes
- Provide support to the Health and Safety Manager, attending meetings, collating and providing data for use in reports to trustees.
- Keep up to date record of all services with key points of contacts and key details, review regularly and distribute to relevant staff.
- Support with the management of operational emergency on-call system.
- When required, provide ad-hoc support in data collating, and inbox management for Together’s client management system.
- Work closely with a wide range of colleagues from Operations, Communications, HR, Finance, Learning & Development. Be a point of contact for internal operations inquiries.
- Within own areas and activities and mindful of others, maintain a safe, healthy and secure working environment.
- Promote and maintain Together’s philosophy and policies in all areas of work Travel to Together sites and other venues around the UK if required.
- Information relating to people we work with must be treated in the strictest confidence and discussed with colleagues only with prior consent of the individual, unless in the case of risk
- Information relating to staff must be treated in the strictest confidence and discussed only with other senior staff or line manager.
Skills, Knowledge & Expertise
| Able to communicate clearly with colleagues of all levels, external contacts and service users
| Responds efficiently and effectively to customer needs, and is focussed on finding a solution
| Completes standard letters, forms and records legibly and without errors, showing a high standard of IT skill
| Keeps accurate and complete records and handles data appropriately according to legislation, policies and procedures
| Experience or knowledge of contributing to reviewing policies and procedures
| Able to suggest improvements to team processes as they relate to quality and performance
| Experience of supporting a busy department managing different priorities, organising a high volume of incoming information efficiently
| Responds positively and quickly in response to new information, changing conditions or unexpected obstacles
| Confident in making decisions within job scope
| Relates to others in an open, constructive manner
| Able to resolve complaints or issues diplomatically
| Ability to break down large tasks into manageable pieces of work to meet deadlines
| Ability to grasp IT & administrative systems quickly and learn while doing
| Highly organised and able to keep track of information from a variety of sources
| Ability to develop new systems to record and track information
| Advanced level Excel skills or experience of administering a quality management system
Job Benefits
The benefits of working for Together
Download the PDF to find out more about what you can get out of working for us.
Benefits of Working for Together
About Together for Mental Wellbeing
Together for Mental Wellbeing is a national charity that supports people with mental health issues to lead fulfilling and independent lives.
We value people as experts in what works best for them, and each individual we work with influences and shapes the support they and others receive from us.
Founded in 1879, today we work with approximately 4,500 people every month - at around 70 locations across England.
Our services include support in the community, accommodation-based support, advocacy, and criminal justice services.
We value people as experts in what works best for them, and each individual we work with influences and shapes the support they and others receive from us.
Founded in 1879, today we work with approximately 4,500 people every month - at around 70 locations across England.
Our services include support in the community, accommodation-based support, advocacy, and criminal justice services.
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