SENSE – CHILDREN’S SPECIALIST SERVICES

Proposed Job Description

Post:Centre and BusinessAdministrator

Grade:Proposed Sense Pay Points 20-24

Report To:Business Development and Support Services Manager

Hours of work:28

Purpose

a)To be responsible for co-ordinating one of the following aspects of Children’s Specialist Services income-generating training and consultancy work:

  • Commissioned training and consultancy work
  • Evaluation

OR

  • Supporting the team to understand and use our customer relations database

b)To act as an initial point of contact for Children’s Specialist Services income-generating work providing a customer focused service on behalf of the senior managers with Sense colleagues and external agencies, facilitating productive working relationships and quality outcomes

c)To work as a team member in contributing to the continuous improvement of business support nationally within Children’s Specialist Services and be the national lead for particular areas of business support

d)To organise and supervise all administrative activities that facilitate the smooth running of a specified locality team and base(s)

Key Responsibilities

Income generating training and consultancy work

  1. To receive and respond appropriately to enquiries from Local authority, Health and Education professionals, who wish to commission a place or service from Children’s Specialist Services. In conjunction with the Business Development & Support Services Manager (BDSSM), to provide tailor-made quotes as appropriate
  1. To ensure all paperwork is in place and signed before the training or consultancy work occurs. This will include as appropriate: risk assessments, Service Level Agreements and/or booking forms.
  1. To organise events as necessary by identifying and booking suitable venues, catering, transport, communication needs, sourcing trainers/consultants, producing publicity and coordinating training materials, attendance registers, name badges and certificates of attendance
  1. To maintain appropriate files and databases regardingpotential leads, courses or Service Level Agreements ensuring that the status of each is recorded and tracked, facilitating timely SLArenewals and highlighting risks to delivery as appropriate
  1. To ensure that all training and commissioned work is appropriately evaluated in a timely manor, responding and resolving any issues where possible and tracking resolution if needed to be escalated to management
  1. To liaise with all members of the national Children’s Specialist Services team and the Finance department to ensure that all services are processed for payment in a timely manner
  1. To identify and respond to opportunities to maximise income generation and course promotion
  1. To assist with interviews and presentations to Local Authorities, schools and health services where required

National Business support

  1. To work collaboratively with other business support staff and provide cover for sickness and holidays
  1. To work with the BDSSM to ensure that operational systems and structures are developed, embedded and adhered to, which support the effectiveness of the national team
  1. To take the lead for specified projects being undertaken to support the work being undertaken by Children’s Specialist Services.
  1. To track and monitor service action plans and raise issues with the relevant Manager
  1. Any other duties required that are consistent with the nature and grade of this post.

Locality support

  1. To develop, implement and maintain routine administrative systems to ensure that the day-to-day operations of the locality and centre run smoothly
  1. To manage the office space and be responsible for the procurement and distribution of office equipment and various supplies, to ensure the smooth running of the services within the designated area
  1. To ensure that the building is maintained and organise repairs as necessary. Communicate and liaise with the Facilities Team andthe Estates Department as appropriate/when necessary
  1. To ensure security, cleanliness and Health and Safety at Work requirements are being complied with. Ensure the building is tidy and presentable and undertake general housekeeping duties
  1. To deal effectively with a range of enquires from callers from inside and outside of Sense building rapport, responding and resolving where possible; escalating as appropriate to other members of the locality team or the BDSSM
  1. To ensure that all visitors – including those with sensory impairments – are greeted and helped to the highest standard
  1. To set up, develop and maintain computerised and manual record systems as appropriate, so that comprehensive and accurate information is available. Such information will be used to support the collation and presentation of statistics for quarterly performance reporting as external agencies
  1. To be responsible for the smooth running of identified meetings and telephone conferences as requested by the Children’s Services Manager and BDSSM. This includes booking venues, catering and interpreter support and taking minutes
  1. To be responsible for the Locality petty cash and to assist in processes relating to banking, income invoicing and expenditure monitoring. To assist in the processing of payroll and expense claim forms
  1. To be responsible for filing and archiving appropriate documentation relating to service users and staff
  1. To monitor requirements for inspections of vehicles and equipment used in the services ensuring that required inspections are booked and carried out.(i.e. PAT testing, alarm and call system servicing, hoist servicing, vehicle servicing and M.O.T.’s etc)
  1. To be responsible for creating and maintaining information regarding local services and contacts for use within the team
  1. Working with the Children and Families Support Workers organise a range of Family events including taking the lead on providing full administration support and coordination of the events including providing support to volunteers
  1. To be an identified key holder for the centre and be available for opening and closing the building if required. This includes occasional late closing and weekend opening.
  1. To line manage the Locality Officer, delegating and supervising tasks as appropriate, identifying development opportunities and undertaking regular supervisions and appraisals
  1. To comply with Sense policies and procedures regarding the operation of services, and the employment of staff, whilst actively promoting the principles of equal opportunities and working in a manner that maintains a safe, healthy and supportive environment

SENSE - PERSON SPECIFICATION

Post:Centre and Business Administrator (Children’s Specialist Services)

Education and Training
Essential / Desirable
Good standard of numeracy and literacy. / BSL level 1
Proficient in the use of MS Office, including word, excel and outlook to intermediate level / Evidence of continuing professional development
Knowledge and understanding of the needs of deafblind children and young people and their families. / Experience of using databases to run reports.
Proficient in the use of databases to record work. / Experience of using a customer relationships management database.
Achievements and Experience
Essential / Desirable
Excellent communication skills / Experience of developing administrative systems
Demonstrable experience in an administrative/secretarial role / Experience of petty cash reconciliation
Evidence of being able to work on own initiative and ability to demonstrate practical problem solving skills / Proven experience of using databases; including the ability to produce reports
Ability to work in a team and in isolation / Prior experience of setting up agreements between services
Experience of responding appropriately to queries from a number of different sources – including internally and externally. / Knowledge of data protection
Proven experience of balancing priorities that sometimes appear to conflict, ensuring that you can deal with important issues as they arise without losing control of the routine.
Prior experience of setting up and administering training courses
Skills & Abilities
Essential / Desirable
Highly organised and able to manage a busy and wide-ranging workload. / A willingness to develop the ability to communicate with people who are deaf, blind and deafblind.
Able to assume ownership of tasks and see them through to completion consistently meeting deadlines
Evidence of a practical commitment to the principles of equal opportunities
High level of attention to detail, reliable and able to produce work of a consistently high standard.
Skilled in influencing, obtaining information and building sustainable working relationships.
Demonstrates high standards of confidentiality, discretion, tact and diplomacy.

Notes:

  1. The post holder will be required to undertake occasional work during weekends and evenings.
  2. The postholder will be infrequently need to travel nationally including overnight stays