Job Description

Job Title: Senior Administrator
Hours: 36.5 hours per week / Accountable to: Director of Services
Job Purpose:
The Senior Administrator, under the direction of the Director of Services, will take responsibility for the running of the administration department including HR, Health and Safety and IT, to line manage the administration department staff team and is responsible for ensuring administrative and secretarial support to the Director of Services.
This post represents an opportunity for someone with previous experience in managing a small administration department to be involved in the redevelopment of St Joseph’s Services existing administration department - co-ordinating and overseeing multiple areas of responsibility whilst aligning the department with the strategic aims of the organisation.
The post-holder will lead a team and will be expected to contribute to the organisations overall strategy and operations.
The post-holder will uphold St Joseph’s Services Christian Principles and Vincentian Philosophy and Values.
Role Summary
1.  To work at all times within the Vincentian philosophy, values and ethos that are the hallmark of St. Joseph’s Services and act in a way that creates an inspirational, healthy and respectful environment for everyone.
2.  To manage St Joseph’s Services administration and reception service.
3.  To manage HR information across St Joseph’s Services - establishing and maintaining robust systems.
4.  To act as the responsible person for Health and Safety for St Joseph’s Services – ensuring all policies, procedures, risk assessments and documentation across the organisation is regularly reviewed and up to date.
5.  To be responsible for IT across St Joseph’s Services – including equipment, software, maintenance of the website and increasing the organisational presence on Social Media.
6.  To be responsible for business administration – establishing, monitoring and renewing contracts, leases and services in conjunction with the Director and Finance manager ensuring best value.
7.  To co-ordinate recruitment administration across St Joseph’s Services.
8.  Training Support and Administration – assisting in the preparation and co-ordination of training across the organisation.
9.  To be responsible for event planning and co-ordination for St Joseph’s Services.
10.  To act as the main contact for external bodies and individuals who wish to communicate with the Director of Services ensuring that the organisation is positively represented and viewed as accessible and responsive.
11.  Liaise with Board of Trustees, Senior Leadership Team members, Consultants and all other stakeholders as necessary to facilitate the work of the Director of Services.
12.  To provide/co-ordinate general secretarial and administrative support to the Director of Services and Senior Leadership Team.
13.  Maintain professional standards of confidentiality and discretion in all areas of work.
14.  In conjunction with the Director of Services, continuously develop the role to ensure that all tasks are being undertaken in an effective manner and meet the Strategic Direction and Objectives of the organisation.
Key Duties
1.  Line manage, support and supervise the Administration Department.
2.  Advise the Director of Services on ways to improve the efficiency and effectiveness of the Administrative Systems and implement improvements as appropriate.
3.  To develop and manage the safe storage of HR information for all employees across St Joseph’s Services and implement robust monitoring systems.
4.  To provide administrative support with any employee HR issues/disciplinary hearings as required.
5.  To oversee health and safety across St Joseph’s Services maintaining up to date knowledge of current legislation and good practice and participating in the health and safety committee.
6.  Ensure that the IT systems across St Joseph’s Services are fit for purpose and regularly reviewed,
7.  To maintain and develop the website with up to date news and information and develop a social media strategy.
8.  To oversee business contracts, services and leases and co-ordinate their renewal with the support of the Director of Services.
9.  To co-ordinate job adverts, application pack distribution, recruitment letters, interview schedules, reference gathering and PVG applications.
10.  Ensure ongoing support for the Quality/Workforce Development Leader with training administration.
11.  Provide support for the Director of Services including diary management, scheduling meetings, project planning and monitoring mail and emails
12.  Co-ordinate ongoing administration support for the Senior Leadership Team adapting to changing requirements.
13.  Ensure filing and archiving systems are maintained and updated and all information stored in an accessible manner.
14.  To be fully aware of the Data Protection and Information Sharing Policy and ensure confidentiality is maintained.
15.  Provide Minutes for the Board of Trustees and at Senior Leadership Team meeting.
16.  To participate in internal/external meetings as required and attend training events/conferences relevant to the post.
17.  Adhere to all Policies and Procedures.
18.  At all times act in a professional manner maintaining a high quality standard of work and work in accordance with the Aims, Values and Ethos of St. Joseph’s Services.
Undertake any other duties that may be required as directed by the Director of Services.
Dimensions
Level of Disclosure: Enhanced
Two References: One must be from present/previous Employer
Person Specification
Essential:
-  An ability to demonstrate the core values of St Joseph’s Services
-  Previous experience in a similar role
-  Computer Literate with knowledge of website maintenance and social media.
-  Skilled in Microsoft Office
-  Knowledge and experience of HR systems
-  Ability to respond to guidance and direction
-  Professional and effective communication skills
-  Able to lead a team
-  Able to multi task
-  Maintain confidentiality
-  Honesty and reliability
-  Non-discriminatory and respect for the cultural and religious heritage of all people
-  Organisational skills and experience / Desirable:
-  Management experience
-  Website development experience
-  Health and Safety qualification
-  Full, clean driving licence
-  Experience of Social Care Sector work

This Job Description will be subject to review in response to improving the service and Local and National Strategies

October 2016

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