Salary: Between scale 5 -10 - £25,678 up to £27,898 (£13.35 up to £14.50 per hour) pro rata depending on experience.
Hours: 22.5 hours per week over 5 days. (Full Time Hours 37 per week) Operating hours: Mon – Thurs 08.30 – 16.30 and Fri 08.30 – 16.00.
Purpose of Role
Provide coordination and administrative support right across the Preston Care & Repair team to help ensure that our services run smoothly and efficiently and that our standards of customer service are excellent; support the continuous development and improvement of our administrative processes; and contribute to the overall development of our organisation and business plan.
Job Specific Duties & Responsibilities
As part of a Team:
* Be the first point of contact for Preston Care & Repair’s incoming calls. Provide a professional, polite response to telephone enquiries and direct calls to other colleagues where required.
* Accurately record telephone messages.
* Accurately record client information and enquiries on the in-house Management Information System and process efficiently.
* Maintain professional relationships with our customers and colleagues.
* Support the development and maintenance of office systems which enable staff to manage workloads to maximum efficiency and provide excellent customer service.
* Maintain client records on the database and produce relevant information for statistical reports.
* Monitor and respond to/forwarding on enquiries received through our general enquiries email address.
* Diary management of appointments for Technician visits to complete works.
* Support the Administration Manager and Finance Officer in the day to day control of the petty cash and record income and expenditure according to financial procedures.
* Provide Personal Assistant support to the Chief Executive as required such as managing diary appointments, booking travel arrangements, scheduling regular meetings and taking minutes.
* Support the Chief Executive and wider team to regularly update Preston Care & Repair’s website and social media presence.
* General office duties, including filing, photocopying, mailing, maintaining consumable stocks etc…
Policies & Procedures
* Report any accidents, i.e. personal injury or damage to a client’s property; and report any incident that could have resulted in injury, loss or damage.
* Report any safeguarding concerns as per the Agency’s Safeguarding policy.
* Drive the company vehicle(s) safely and responsibly, following policies and procedures set out in the Driver’s Manual.
* Adhere to the requirements of the GDPR Act in respect of client confidentiality and disclosure of data, following information governance policies and procedures.
* Adhere to all policies and procedures set out in the Preston Care & Repair Staff Handbook.
Health & Safety
* Take reasonable care of your own health, safety and welfare and that of other people who may be affected by your actions or omissions.
* Cooperate with the organisation and its employees in order to comply with healthy and safety law; and our internal health and safety policies and procedures.
* Not misuse or interfere with, intentionally or recklessly, anything provided in the interests of safety.
General
* Demonstrate a personal commitment to the vision and values of the organisation.
* Attend training courses and participate as a member of the wider Preston Care & Repair team, including attending team meetings as required.
* Help to promote the services of Preston Care & Repair in the local communities in which we operate.
* Any other duties that are reasonably requested within the scope of the job role.
Person Specification: Project Admin Officer
ESSENTIAL
Skills/knowledge/abilities
* Experience of dealing with telephone enquiries.
* Ability to secure and record information quickly and concisely.
* Excellent telephone manner.
* Experience of providing administrative assistance in an office environment.
* Excellent IT skills including use of Microsoft Office programmes.
* Ability to plan and prioritise tasks effectively.
* Ability to manage multiple, concurrent tasks and deadlines.
* Ability to manage relationships at all levels and to sustain teamwork approaches.
* Willingness to undertake personal and professional development and/or training.
* Ability to manage own time and work independently and flexibly with minimal supervision.
* Excellent listening and communication skills.
* Caring and compassionate approach to customer service.
DESIRABLE
Skills/knowledge/abilities
* Experience of taking and writing accurate minutes of meetings.
* Excellent written communication skills.
* Experience of working with older, disabled or vulnerable people.
* Experience of using social media in a work environment.
* Experience of using web-editing software packages, such as Wordpress.
* Ability to collate, analyse and report on performance data.
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