To Operate Within the Established Ethos of St Basils

Job Description

Please note: This post may relocate to one or more locations around Coventry and Warwickshire to meet operational requirements.

To operate within the established ethos of St Basils.

To provide an effective and efficient administrative service to the Warwickshire Service.

• To answer the telephone and respond to requests/or take messages
• To assist and support in the preparation of grants and bids, presentation and submission of applications.
• To provide relevant and appropriate updates for Operational returns to Managers and staff as and when required.
• To compile and produce statistical data, returns and information for internal and external audiences
• To utilise a variety of software packages (including Word, PowerPoint, Spreadsheets, Databases etc.) in order to provide the highest quality of reports to the Service Manager and the Operations Department.
• To provide support in the preparation of standard reports to committees
• To administer meetings, including the preparation of agenda and papers and to take minutes of the meetings.
• To organise events on request, which includes hosting, setting up of meetings, venue arrangements, invitations, organisation and preparation of all catering requirements, welcoming all attendees, all paperwork including agenda, minutes and PowerPoint presentations
• To provide secretarial support to the Service Manager to include maintaining a diary and booked appointments
• To carry out general typing, filing and admin work to support the Warwickshire service
• To carry out audit checks on relevant stationary and equipment are maintained
• Set up and maintain filing systems as appropriate.

• St Basils is a Psychologically Informed Environment (PIE). PIE is an approach to supporting people out of homelessness, particularly those that have experienced complex trauma. St Basils provides a programme of PIE training and reflective practice to help staff understand the behaviours of the young people that we work with and help staff to work more creatively and constructively with challenging behaviours. You should actively engage with St Basils PIE programme and all events and activities that you are required to attend.
• To undertake any further duties as deemed necessary, to ensure the effective and efficient operation of the service
• To consult with Line Manager when involved in any campaigning issues as a representative of St Basils Centre or other agencies
• To be responsible for health, safety and welfare of yourself and others at work
• Any involvement with the media should be discussed and co-ordinated by the Service Manager
• St. Basils is dependent upon its ability to raise funds in order to sustain and develop its work with young people. Therefore, all employees are expected to support the work of the Fundraising Department, wherever possible, be involved in Fundraising events.

• To consult with his/her Line Manager and/or the agency’s PR/Media Officer when likely to be involved in any campaigning issues or before any involvement with the media on matters relating to St Basils.

• Followpromoteall policiesandproceduresatalltimes
• Ensure that Health Safety regulations are met and that Fire regulations, risk assessmentandbehaviormanagementproceduresareadheredtoatalltimes

• Liaiseandcommunicatewithotheremployeesandexternalprofessionalsappropriately to ensureacoordinatedapproachtoprogrammeplanningisinplace.
• Attendandcontributetoteam meetings
• Advise themanagementteam of anyconcerns,changesor supplementaryservices needed
• Besupportiveandrespectful to colleagues andmanagement

• Confidentialityisofthe utmostimportanceandmustbemaintained atall times

PersonSpecification

• Maths & English GCSE Grade C or Above

• Business Administration Diploma or equivalent

• Computer proficiency in Office and Outlook, including Word, Emails, Excel, Database, PowerPoint
• Knowledge based about Young People and Homelessness
• Minimum 3 years office experience

• Voluntary Experience
• Experience in Audio typing
• Knowledge base of Local Authority and Government funding
• Manage and analyse complex project statistical data and meet internal and external partnership deadlines
• Experience in working to deadlines

• Ability to use initiative
• Ability to take responsibility for projects
• Ability to follow decisions and monitor results
• Knowledge of and Commitment of E.O.P./Anti-Discriminatory Practice
• Flexible approach to work
• Ability to work under pressure and meet deadlines
• Demonstrate commitment/confidentiality
• Ability to convey information, accurately, clearly and simply

• Housing Benefit/Rent System

• Legible Handwriting
• Professional telephone manner
• Ability to keep accurate records
• Ability to work with figures
• Ability to communicate verbally and non-verbally
• Ability to work on own and in a team
• Ability to communicate with those in authority, external agencies and staff

• Ability to delegate as appropriate
• Awareness and Ability to apply team work development skills
• Ability to maintain a comprehensive and accurate filing system of both electronic and paper records
• Legible Handwriting

• Commitment to task
• Commitment to ideas of the organisation
• Self Reliance
• Commitment to the organisation

• Career Ambition
• Stress tolerance