Information and Systems Administrator

Job Description

JOB TITLE:Information and SystemsAdministrator

HOURS OF WORK:19 hours per week

SALARY:NJC 18 – 22 £18070 - £20661 pro rata

PLACE OF WORK:The Vassall Centre, Gill Avenue, Fishponds, Bristol BS162QQ

RESPONSIBLE TO:Research and Evaluation Officer

Aims of the Post:

  1. Provideinformation, systems and administrative support for The Care Forum across all services
  1. Maintain administrative and service databases at The Care Forum
  1. Co-ordinateevents, meetings and training
  1. Supportthe production of regular publications and web-based and online communications and marketing

Main tasks:

  1. General administration and database support
  2. Provide general administrative support as required, includinggeneral correspondence, website updating, database entry and updating, photocopying and collating papers
  3. Log communications onto an electronic database
  4. Provide support for the telephone help lines where necessary, ensuring a courteous manner at all times

1.4.Develop and maintain a database of contactsand a log of communications

1.5.Develop and maintain effective office administrative systems, ensuring a hard copy and electronic filing system is in place and maintained

1.6.Support the updating of databases and other systems

  1. Meetings, events and training co-ordination

2.1.Book venues and refreshments as necessary

2.2.With managers and staff, liaise with speakers and trainers

2.3.In conjunction with managers,staff and volunteers, prepare agendas and associated paperwork, ensuring that notification of meetings is circulated within agreed timescales

2.4.In conjunction with other staff, arrange appropriate training for volunteers, and ensure that associated information is circulated

2.5.Provide for volunteers and participants’ access needs to meetings and to paperwork, including arranging for translation and interpretation,personal assistance and appropriate transport

2.6.Develop and maintain a database of staff and volunteers’ training records.

  1. Newsletters and briefings support

3.1.Liaise with staff, volunteers and other agencies to collate and format information for publications and other communications

3.2.Liaise with the managers and other staffingin the production of newsletters and briefings

3.3.Ensure that newsletters and briefings are printed and distributed to schedule.

  1. Information, communications and marketing support
  2. Ensure that information provided by The Care Forum is up to date and in an accessible format
  3. Contribute to the preparation and development of publicity materials for The Care Forum and to disseminate these
  4. Maintain The Care Forum’s online directory of local, regional and national information

4.4.Update local, regional and national services in the health and social care field, to include verifying and updating of current services, inputting the resulting data, and adhering to data input guidelines

4.5.Support the Information Officers with requests for information from the general public and professionals, through assessing needs and searching the database and other sources

4.6.To work within The Care Forum’s code of confidentiality when dealing with the public.

4.7.Participate in monitoring the effectiveness of the database.

  1. Other tasks

5.1.Act at all times as a positive and proactive ambassador for The Care Forum and all its services

5.2.Work within and demonstrate a strong commitment to the aims and objectives, key values, anti-discriminatory and equal opportunities framework, and other policies of The Care Forum

5.3.Work within the wider staff team of The Care Forum, attend staff meetings and participate in training opportunities appropriate to the post

5.4.Be motivated and flexible and use your organisational skills to plan your own workload within the priorities and goals set by your manager

5.5.Be aware of priorities in own work and those of the wider organisation in order to be flexible to meet the overall needs of the organisation

5.6.This job description is an outline of the main duties of your post, and you may be asked to undertake other work consistent with your role

5.7.Travel as required in connection with this post.

Information and Systems Administrator

Person Specification

Essential criteria
Experience / Dealing with daily correspondence and communications
Working in an office environment, sustaining office and admin systems, filing and maintaining records and monitoring systems
Working as a member of a team
Organising meetings
Producing newsletters or information sheets
Minute-taking
Skills / Excellent IT skills including word processing, desk top publishing, email, use of spreadsheets and databases
A high level of organisational, planning and prioritisation skills
Ability to communicate with others effectively and to deal with difficult callers
Excellent communications skills both written and verbal
Ability to work unsupervised
Knowledge / Understanding of the need for consultation, especially with service users
Personal / Strong commitment to equalities and non-discriminatory practice
Willingness to work occasional evenings and weekends and to travel to meetings

Tcf/recruitment/informationandsystemsadmin/3.5.17

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