Imara is a specialist service dedicated to supporting children, young people, and their families following disclosures or discoveries of child sexual abuse and/or domestic abuse. Based in Nottingham, Imara partners with the East Midlands Children and Young People's Sexual Assault Service to provide therapy and legal advocacy, with a focus on familial abuse. The organisation’s core services include pre-trial therapy, risk and needs assessments, judicial process support, and assistance with education, health, housing, and financial concerns. Imara is committed to empowering families and individuals by fostering recovery and resilience within affected family units through creative therapies and holistic support systems.
Overview of the role
You will be responsible for the efficient running of Imara’s general administration, including day to day office requirements.
The role is to carry out administrative tasks such as to:
* Act as “front of house” to admit and welcome visitors, receive post and parcels and coordinate parking at IMARA’s offices
* Answer telephone calls and emails, recording and triaging complex enquiries to the most relevant member of the team
* Work as part of the team to meet commissioning requirements, responding to referrals in a timely manner and providing accurate information and signposting around the referral pathway
* Process new referrals into the service, inputting new clients onto the case record management system (CRM) and directing to the relevant teams
* Support administration of the CRM, allocating client identifier codes, closing client records, correcting erroneous entries, editing menus and drop-down options, and managing user access accounts to ensure record-keeping is accurate, up-to-date and fit for purpose
* Support with simple analysis and reporting of service data, such as numbers of clients accessing the service and client demographics
* Monitor Imara surveys, transferring client satisfaction and feedback responses into the CRM and alerting relevant staff to new supporters e.g. submitting art donations for fundraising events
* Manage stock of stationery, supplies and resource packs
* Daily housekeeping and organisation of office space and client waiting room
* Organise meetings and produce agendas and minutes
* Help to manage IT systems and equipment, liaising with external IT support provider
* Provide administrative support to other members of the team managing volunteers and interns
* Oversee or assist with supervision of administrative volunteers, interns or apprentices
* Other clerical work to meet the charity's needs
The successful candidate will be committed to the Imara’s values, objectives and beneficiaries. Other essential skills and qualities include:
* excellent oral and written communication skills
* strong administrative and organisational skills, including numeracy
* excellent computer and IT skills
* flexibility and effective time management
* excellent attention to detail
* initiative, creative problem-solving and good forward thinking
* the ability to learn quickly, adapt and take on tasks outside your skill set
* willingness to do routine tasks in a systematic and rigorous way
* well-developed interpersonal skills and the ability to work in a team
* the ability to multi-task and prioritise
* ability to work independently to complete tasks to deadlines
* good understanding of the charity and voluntary work sector, and its relationship with other sectors
* confidence working with people from diverse backgrounds.
Essential: Paid or voluntary administrative work experience, experience working in an office environment in a client/customer facing role, excellent IT skills, proficient English & Maths skills to GCSE level equivalent
Desirable: Experience working with vulnerable children and families or within a victim support service; UK driving licence and access to vehicle; confident working with Microsoft applications, Office 365 and using a case record management system; commitment to lifelong learning, professional and personal development
Closing date: 7th June 23.59pm
Please note, applicants will need to be available for interview on Tuesday 9th & Wednesday 10th June.
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