JOB DESCRIPTION

Job Title:Clerical Assistant

Department:Inspire Mental Health

Reports to: Community Wellbeing Manager

Main function:The Clerical Assistant is responsible for providing an efficient and professional administration service.

Provide Administrative Support:

  1. Word processing of documents
  2. Setting up and maintaining appropriate files and databases for the team
  3. Carrying out photocopying / scanning of documents
  4. Ordering of stationery and other office supplies
  5. Compiling power point presentations and handouts
  6. Training and supporting people using the service in carrying out clerical tasks
  7. Receiving and making telephone calls
  8. Taking and relaying messages to colleagues as appropriate
  9. Managing incoming and outgoing post.
  10. Assisting with the administration of petty cash bank lodgments, maintaining ledgers, invoices and record keeping
  11. Manage and maintain health & safety checks and records
  12. Co-ordinate maintenance requests and maintain records
  13. Book facilities for community wellbeing services.
  14. Manage emails coming into the general email address.

Support the facilitation of meetings:

  1. Making necessary arrangements including booking the venue, inviting attendees including electronic diary management, organizing / preparing refreshments
  2. Preparing and circulating agendas
  3. Taking accurate minutes of meetings
  4. Distributing minutes and other relevant documents to required attendees
  5. Coordinating follow up actions

Provide Support to Inspire Mental Health Processes:

  1. Collating and distributing statistical information for Inspire Mental Health
  2. Maintaining, circulating and tracking various forms, documents and any manuals used within Inspire Mental Health.
  3. Liaison with statutory and other voluntary organisations
  4. Keep up to date Inspire Mental Health forms and documents
  5. Completing reports including quarterly returns on the Inspire Mental Health Strategy.
  6. Maintain records which support completion of Health Trust monthly returns and quarterly monitoring for the service.
  7. Support the Manager with the design and completion of the prospectus and programme.
  1. General
  1. Members of staff are expected to treat those with whom they come into contact in a courteous and respectful manner in accordance with the Dignity at Work Procedure.
  2. Staff are expected to demonstrate their commitment to Inspire by their regular attendance and the efficient completion of all tasks allocated to them.
  3. All staff must comply with the Smoke Free Policy and associated procedures.
  4. All Staff must take care of their own health and safety and that of people who may be affected by what they do (or do not do).
  5. All staff must co-operate with others on health and safety, and not interfere with, or misuse, anything provided for their health, safety or welfare.
  6. All staff must follow the training they have received when using any work items their employer has given them.
  7. Inspire iscommitted to equality of opportunity and to selection based on merit. The Clerical Assistant is required to adhere to Inspire’s Equal Opportunities Policy and associated procedures throughout the course of his/her employment.
  8. The Clerical Assistant will endeavour to ensure the on-going confidence of the public.
  9. The Clerical Assistant will maintain high standards of personal accountability.

This job description is neither exhaustive nor exclusive and may be reviewed and amended in the future to include any other reasonable duties, projects or tasks as may be requested from time to time and to reflect changing organisational requirements, changing staffing levels, etc.

Last updated April 2018