GLASGOW ASSOCIATION FOR MENTAL HEALTH
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ADMINISTRATIVE WORKER
ACCOUNTABLE TO: CARERS SERVICE MANAGER
Main Responsibilities:
To provide administrative assistance and work as part of our Glasgow North East Carers Service. The primary objective of this role is to administer the distribution of microgrants (Time to Live (TTL) and Short Break funds) to unpaid carers, enabling them to take short breaks from their caregiving responsibilities. This role also requires the carrying out of general administration duties related to the smooth running of the carers service.
Key Responsibilities:
1. Fund Management:
* Manage the allocation and distribution of Time to Live and Short Break funds designated for microgrants to unpaid carers.
* Monitor fund usage and ensure adherence to established guidelines and budgetary constraints.
* Collaborate with the carers service manager to ensure the funds are used efficiently and complies with funding requirements.
1. Application Processing:
* Review and evaluate microgrant applications submitted by unpaid carers and professionals on behalf of carers.
* Ensure all applications are complete, accurate, and meet eligibility criteria.
* Communicate with applicants to request additional information or clarification when necessary.
1. Grant Disbursement:
* Process approved microgrant applications and facilitate timely disbursement of funds to recipients.
* Maintain accurate records of grant disbursements and financial transactions.
* Address any issues or concerns related to grant payments in a timely and professional manner.
1. Reporting and Documentation:
* Prepare regular reports on the use of the grants, grant disbursements, and the carer outcomes achieved.
* Maintain comprehensive documentation of all grant-related activities, including application reviews, approvals, and rejections.
* Ensure compliance with reporting requirements outlined by Time to Live and Short Breaks.
1. Stakeholder Engagement:
* Collaborate with the carers team to promote awareness of TTL funds and any other microgrant opportunities.
* Act as a primary point of contact for inquiries related to TTL and Short Break microgrants and any other carers support related inquires to the carers service.
Key Tasks
· To be responsible for general administrative duties, including word processing, use of internet and e-mail, typing, filing, mail, fax, telephone and reception.
· To reconcile monthly returns
· To maintain databases
· To attend meetings and record minutes as required.
· To organise events, arrange meetings/appointments including travel and accommodation as required.
· General communication with other agencies/organisations and internally with other GAMH services.
· To liaise with suppliers with regard to ordering of stationery and other items.
· To assist with monitoring and evaluation of administrative systems.
· To be responsible for petty cash bookkeeping and to carry out other financial duties in compliance with systems as directed by the carers service manager
· To carry out duties in accordance with GAMH Policy and Procedures including Health and Safety, Equal Opportunities, Confidentiality and Complaints.
· To participate in supervision.
· To participate in training arranged for/by GAMH.
Safe Guarding
Follow agreed GAMH policies and procedures to manage risk to self, others and team members.
Promote the protection of carers including ensuring that you can access and understand information about the legal and organisational requirements for the protection of adults and children.
Act in accordance with GAMH Safeguarding policies and procedures that support the safeguarding of individuals from harm or abuse at all times.
Health and Safety
Ensure that you are aware of and comply with GAMH policies, procedures and practices designed to protect the health, safety and security of all employees.
(GDPR)General Data Protection Regulations
GAMH complies with all aspects of data protection and takes seriously its duties, and the duties of its employees, under the General Data Protection Regulation 2016.
The GDPR (2016) applies to personal information that is "processed". This includes obtaining personal information, retaining and using it, allowing it to be accessed, disclosing it and, finally, disposing of it.
The Carers Admin worker will be expected to adhere to the organisations Data Protection and Data Management Policy.
Will ensure that records and reports are stored and shared within confidentiality agreements and according to legal, work setting and other agency agreements and requirements.
Will ensure that records and reports are accurate, concise, objective, understandable and legible.
Other Duties
To undertake other duties and responsibilities consistent with the post as discussed with the Carers Service Manager.