JOB DESCRIPTION

Trust Links is an organisation committed to the safeguarding and promoting the welfare of children and vulnerable adults and expects all staff, Trustees and volunteers to share this commitment.

Trust Links aims to create a culture that respects and values each others’ differences, that promotes dignity, equality and diversity, and that encourages individuals to develop and maximise their true potential.

POST TITLE:Administration Support Officer

POST SALARY:£16,000 - £18,000

HOURS OF WORK:37.5 hrs per week

POST LOCATION:Southend on Sea

You may be required to work at any Trust Links project site

REPORTS TO:Administration Support Manager

RESPONSIBLE FOR:Volunteers

PURPOSE OF THE POST:

Trust Links is a local charity that aims to develop nurturing and supportive environments that develop strong, resilient and health people and communities. It was established by local people to address mental health needs in the Southend area in 2000, and was registered as a charity and limited company in 2002. We enable people to work together to improve mental health and wellbeing and promote, support, inspire and cultivate wellness and sustainable living.

The postholder will be required to:

  • Support effective and efficient administration of the charity
  • Respond to all enquiries
  • Co-ordinate bookings and diaries for projects across the organisation

MAIN DUTIES AND RESPONSIBILITIES OF THE POST:

  • To provide a broad range of administrative support to ensure that the Trust Links office runs efficiently and effectively
  • To provide a welcoming telephone and face to face reception service, responding to customer enquiries in a courteous and efficient way
  • To undertake administrative tasks including post opening, filing, shredding, scanning, preparing outgoing post and typing
  • Make up and maintain files for service users and volunteers following Case Management Procedures
  • Take bookings for courses, workshops and events
  • Support the maintenance of financial systems of the organisation including processing invoices and payments
  • To support the maintenance of all necessary paper and electronic financial, human resource and administrative records for the organisation, including filing paperwork and electronic documents in a clear and logical way
  • To assist the team in all aspects of Trust Links’ work and projects. This could include supporting the development of events, communications and other service and project developments
  • To help in the production of statistical returns and financial reports
  • Organising dates and logistics for meetings, courses, trips and events
  • Supporting staff and contractors in the organisation of courses and workshops, including setting up logistics for courses
  • Collect fees and payments
  • Maintenance of the office and room booking diaries
  • To provide administrative support to members of staff as necessary
  • Assist with the promotion of Trust Links events and services
  • Be available to work occasionally weekends and evenings to assist with outside events and our own events
  • Ensure appropriate confidentiality of service user information throughout the project
  • Comply with Trust Links' policies and procedures
  • Undertake any other duties commensurate with the grade and responsibilities of the post in order to help achieve the project's aims and objectives

PERSON SPECIFICATION:

Essential Qualities:

  • Experience of working in an administrative role
  • Competence in Microsoft Word, Excel, Outlook and PowerPoint, email and the internet
  • Ability to learn new systems and processes including IT packages
  • Strong organisational skills and the ability to prioritise work effectively in a busy office environment
  • Welcoming and friendly manner
  • Good level of verbal and written communication skills and accuracy
  • Experience of being flexible, responsive and taking the initiative
  • DBS enhanced check

Desirable Qualities:

  • Experience of working in a busy multi-functioning office environment
  • Experience of working in the social care, health or community sector
  • Experience of working directly with customers with disabilities e.g. mental health problems, learning disabilities

Personal Qualities

  • Commitment
  • Tact
  • Responsiveness
  • Realism
  • Honesty
  • Enthusiasm
  • Team work