Administrator required for Omagh Town based charitable organisation, to provide effective and efficient administrative support to the Director and Centre staff.
This is a public facing role and an empathetic demeanour is essential as you will be contact with those affected by trauma.
Additionally, it will be essential to build and maintain working relationships with staff, individuals and families, external personnel and volunteers, along with Community, voluntary and statutory organisations.
Hours of Work: Monday - Thursday 9am - 5pm, Friday 9am - 4.30pm (1 hour lunch)
Rate of Pay: £10.00ph
- 2 GCSE's at Grade C or above (or equivalent) one of which must be English Language
- OCR/RSA Stage 2 (Parts I & II) Word Processing or equivalent.
- A minimum of two years' experience of working in an administrative role within an office environment
- Experience of maintaining a database
- Demonstrable working knowledge of Microsoft Office to include Word, Outlook, Access and Excel.
- To provide administrative, clerical and secretarial support.
- To administer weekly counselling and complementary therapy appointments, including communication with clients, therapists and relevant staff.
- To greet clients, volunteers, and representatives of other agencies/organisations in a friendly and professional manner and provide hospitality as required (includes afternoon and evening appointments).
- To complete building security procedures at the conclusion of evening appointments (adhering to lone working policies and procedures).
- To carry out administrative checking of counselling and complementary therapy invoices.
- To record statistics of clients users for the purpose of producing evidence for funders as per policies and procedures.
- To record evaluation data for counselling and complementary therapy services.
- To prepare, organise and oversee monitoring requirements in line with policies and procedures.
- To receive incoming calls and recording messages efficiently.
- To complete general clerical duties e.g. organising and maintaining filing systems, sorting and distributing mail, other documents and information.
- To maintain and update a confidential database system of new referrals and existing clients using appropriate software and to provide necessary reports on a regular basis.
- To fully utilise Windows XP/Windows 7 and all aspects of Microsoft Office Suite for all processing of documents, letters and reports, emails and data input and retrieval.
- To undertake all photocopying, filing and faxing as required etc.
- To respond to emails/correspondence on behalf of the organisation and signpost to relevant staff as required.
- To promote and comply with all policies and procedures particularly with reference to health and safety and lone working.
- To promote the aims and objectives of the Charity and adhere to the ethos and philosophy of the organisation.
- To participate in training and professional development activities as required and keep abreast of developments in the victims/survivors sector.
- To perform any other duties that corresponds reasonably to the general character of the post.
- To undertake such other reasonable duties as deemed necessary by the Management Board.
- To act as a spokesperson when necessary, ensuring at all times the promotion of a positive and professional image of the charity, which advocates the organisation's mission, vision and values and which is not detrimental to the organisation inclusive values.
- To contribute to the promotion of the charity ensuring all public information and communication is in keeping with the charity's ethos and standards of practice.
This Job Description and Person Specification reflect the duties of the post as they exist at this time. The post holder may be required to undertaken other duties commensurate with the salary and competence requirements of this post from time to time as required.