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Job description

Job Description

Purpose of Role

To assist the Project Officer in the delivery of Agency services through the provision of efficient office administration and financial control.

Main duties

· To engage in the implementation, review and ongoing development of all administrative systems.

· To provide a client focused ‘point of contact’ for Agency services.

· To provide administrative support to Agency staff and contribute to the efficient running of the Agency’s caseload.

· To provide administrative support to the Agency Manager in collecting and recording information (e.g. training and events record, insurance and MOT record, office inventory).

· To assist the Project Officer in the administration and financial control of the Agency’s small works schemes including raising works orders, liaising with clients/contractors/Occupational Therapists/Technical Officers etc and administration of final payment of works.

· To administer the Agency’s petty cash and cash banking system.

· To assist the Project Officer with the operation of the Agency’s financial database and liaise with auditors as necessary.

· To liaise with the Agency’s Practical Services Team in delivering the Handyperson scheme.

· To carry out general office duties including telephone call handling, filing, copying, scanning etc.

· To input data accurately onto the Agency’s Case Management database (CARIS).

· To maintain office filing system.

· To provide the Agency Manager with administrative support in preparing Board of Management reports.

· To attend relevant training and network events to ensure that administrative services are carried out to current best practice.

· To take minutes of monthly team meetings.

· To carry out administrative duties in the absence of the Project Officer as delegated and instructed.

Planning and Organising

1. Plan and organise own workload to take into account changing priorities.

Communication

1. Establish and maintain good working relationship with relevant local authority departments, health services, housing and voluntary groups who are in contact with the client group.

2. Liaise with colleagues within the Agency and external to the Agency to deliver a seamless service to customers.

3. Ensure all lines of communication are open and cases are progressed in a timely manner with the focus being on the best possible outcome for the customer.

4. On occasion, act as the key contact for external partners/organisations seeking further information regarding the Agency.

Monitoring, Recording & Reporting

1. Ensure that good records are kept in all cases, updating computerised records as necessary and maintaining case notes and progress forms as required.

2. Provide reports and case studies as required.

Administration

1. Be responsible for all own personal administration.

2. Maintain comprehensive records of cases by updating databases and electronic filing system in a timely fashion.

Health & Safety

1. Promote and maintain an active approach to health and safety, in respect of yourself, colleagues, clients and contractors and adhere to Health & Safety policies/procedures at all times.

Generic

1. To abide by and promote the ethos and vision of Care and Repair Carmarthenshire at all times.

2. Take responsibility for own personal development. Keep up to date with developments in relevant fields of work and research.

3. Be aware of, and act in accordance with, the Agency’s Confidentiality Policy, and the requirements of the Data Protection Act.

4. Be aware of, and act in accordance with, the Agency’s policies and procedures.

5. Actively promote the Agency’s Welsh Language policy, and be aware of and act in accordance with the requirements of Equality & Diversity legislation.

6. Participate in staff meetings and training courses as required.

7. Any other duties commensurate with the post, as may be required by the Agency.

8. To work at all times in a positive, cooperative and supportive manner.

Note: No job description can cover every issue which may arise within the post at various times and the post holder is expected to carry out other duties from time to time which are broadly consistent with those of this document.

Person Specification

E- Essential

D- Disirable

Experience:

• Experience delivering a customer-focused service. E
• Experience in working in an office environment. E
• Experience of working for a third sector / voluntary organisation. D
• Experience in financial control and working knowledge of accounts software. D
• Use of Microsoft office packages. E

Knowledge:

• Knowledge of the work and ethos of Care & Repair agencies. D
• Knowledge of issues facing older and/or disabled people in regard to housing. D
• Knowledge of data protection requirements. E

Skills:

• Excellent communication skills. E
• Minute taking. D
• High degree of computer literacy including experience in word processing, spreadsheets and databases. E
• Ability to manage and prioritise own work. E
• Problem solving & decision making skills. E
• Ability to communicate complex information in straightforward language. E

Qualifications:

• A good general standard of education (e.g. Minimum of 5 GCSEs at grade C or above to include Maths and English language). Relevant experience may be considered in place of a qualification.
• Specific qualification in field of office administration. D

Personal Qualities:

• Demonstrates empathy with older and disabled people. E
• Works well as part of a team, and on own initiative. E
• Demonstrates personal integrity and an ability to maintain confidentiality. E
• A commitment to continuous improvement. E

Other requirements:

• Able on occasions to work outside of normal working hours. E
• To work within organisational policies and procedures. E
• Ability to speak Welsh. D
• Actively promotes and shows commitment to equality and diversity in all aspects of the work of the Agency. E
• Driving Licence. D

Job Type: Full-time

Salary: £23,500.00-£24,700.00 per year

Benefits:

• Company pension
• Flexitime
• Life insurance
• Sick pay

Schedule:

• Flexitime
• Monday to Friday

Work Location: In person

Application deadline: 26/05/2023