Job Introduction
Job Title: Administration & Enquiries Coordinator
Salary: £24,233.00 FTE / pro rata for 25 hours £16,222.00
Location: Age Well East, Imperial House, 20-22 Rosemary Road, Clacton-On-Sea, Essex, CO15 1NZ
Reports to: Finance Manager
Contract Type: Fixed Term Contract: 6 month contract with the possibility of extension
Hours: 25 hours per week Monday to Friday (5 hours per day) between 9:30am and 4:00pm.
Purpose of the Role
To provide administrative support to the Finance and Operations functions and manage the inbound communications to the organisation via telephone calls and emails.
Key Responsibilities
Finance Administration
* Play a key role in supporting the organisation's finance function by coordinating the day to day financial transactions.
* Process and post invoices and record all banking transactions accurately and efficiently.
* Maintain precise and up to date financial records using QuickBooks accounting software.
* Assist with bank payments to suppliers, ensuring accuracy and timely processing.
* Support the payroll function as required.
* Manage and distribute incoming post ensuring items are directed appropriately and cheques processed.
Operations Administration
* Provide support to Operations by handling incoming postal donations and through the website, processing these and sharing thanks with donors.
* Assist the administration of information governance across the organisation.
Enquiries Coordination
* Act as the first point of contact for Age Well East, providing a warm and compassionate welcome to older people, carers, and professionals seeking support.
* Respond to enquiries received by phone and email, offering accurate information, signposting to trusted external services, or referring clients to internal services such as advice and welfare, dementia support, befriending, and carer support.
* Record all enquiries accurately on the Salesforce CRM system, creating and maintaining case files as required.
* Maintain up-to-date knowledge of local services and trusted tradespeople (e.g. gardeners, cleaners, handymen) to ensure appropriate connections and support can be offered.
General Responsibilities
* Adhere to organisational policies, particularly those on safeguarding, confidentiality, lone working, and equality.
* Maintain up-to-date knowledge of relevant procedures.
* Engage positively with team colleagues and contribute to a collaborative working culture.
* Take ownership of personal learning and development.
* Carry out any other reasonable duties as requested by management.
Person Specification
Essential Criteria
* Excellent attention to detail and accuracy in all financial and administrative tasks.
* Proven ability to handle sensitive and confidential information with integrity and discretion.
* High proficiency in Microsoft Office (Word, Excel, Outlook, Teams).
* Excellent communication and organisational skills.
* Proactive, solution-focused mindset with a 'can-do' attitude.
* Clear understanding of confidentiality, data protection, and GDPR compliance.
* Willingness to undergo relevant training and adapt to changing needs.
* Empathetic, supportive, and client-focused approach.
* Flexible approach to working hours and ability to support other projects as needed.
* Ability to work independently and collaboratively within a team.
* Experience in health, social care, or the third sector, supporting vulnerable individuals.
Desirable Criteria
* Health, social care or relevant third sector experience of supporting people.
* Good understanding of finance processes and standard accounting procedures.
* Experience using accounting software, such as QuickBooks, for transaction processing and financial record keeping.
Terms and Conditions
* Annual Leave: 24 days per year (pro rata), plus bank holidays (pro rata), a birthday day off, and closure between Christmas and New Year.
* Pension: Group Stakeholder pension scheme (subject to eligibility).
* DBS: This role is subject to a satisfactory Enhanced Disclosure and Barring Service check.
* Diversity & Inclusion: Age Well East values diversity and promotes equality in all aspects of employment. All staff are expected to act in accordance with the organisation's Equality and Diversity Policy.