Administrator (Grade 1) - Part Time

Information

• Great job satisfaction
• Be part of a close-knit and supportive team
• Excellent benefits

 

Here at the Tom Allan Centre in Glasgow our goal is to increase self-esteem and help to reduce social isolation providing a counselling service for people's mental wellbeing and emotional support.

By providing administrative support to our team you’ll make a big difference to the service we offer. Confident with Microsoft Office, you’ll have previous administrative experience and an understanding of financial processes.  In return, you can look forward to ongoing training and development - not only so you can do a great job, but to help you build your career with us too.

There’s also an excellent benefits package that includes an employer contributory pension and generous holiday allowance.

Please confirm on your application form the number of hours per week you wish to work in the Relevant Information section.

Salary is pro rata of 38.5 hours per week.

Main Function

To provide administrative and receptionist support to the generic counselling service at the Tom Allan Centre. This will require a considerable amount of autonomous working to ensure the efficient running of the service.

To be the initial point of contact for clients and others who use the building, either in person, by telephone or electronically.

To liaise with the staff of Glasgow Bluebell PND Service to ensure smooth running of both services.

Main Duties

Administrative Duties

1. Compilation and word processing of letters, memos, forms, documents, reports, leaflets, etc.
2. Undertake routine correspondence/telephone calls/emails and record as required.
3. Photocopying and ordering of stationery/requisites as required.
4. To efficiently maintain the paper and electronic filing systems, ensuring that all filing is kept up-to-date.
5. To draft and type minutes, reports and letters as required.
6. To input data onto database.
7. Assist with the recruiting, interviewing, supporting, training and managing volunteer admin.
8. Produce application packs for various volunteer roles.
9. Counsellor support in terms of admin procedures and induction of new counsellors into the systems of administration.
10. Manage the distribution of stock within the service and when required re-order stock through CrossReach’s recognised suppliers.
11. To carry out administration for training courses, other events and the letting of rooms including collecting fees, as required.
12. Manage the room allocation system.
13. Any other duties which may reasonably fall within the parameters of the post.

Financial/Statistical Duties

1. To process invoices timeously in line with CrossReach’s financial procedures.
2. To manage petty cash.
3. To accurately record income and expenditure as detailed in CrossReach’s financial procedures.
4. To process expenses as set out in CrossReach’s procedures.
5. To process donations as set out in CrossReach’s procedures.

Reception Duties

1. To welcome clients and others to both the generic Tom Allan Centre service and Glasgow Bluebell PND.
2. To answer the telephone dealing with callers courteously and efficiently and directing calls as appropriate.
3. To provide reception service to all who come into the building, take all phone calls to the Service, operate the appointment and cancellation system, have telephone contact with other agencies, health care professionals and CrossReach Services.
4. To assist in the handling and allocation of incoming mail and prepare outgoing mail.

Support and Supervision

1. Actively participate in line management supervision and appraisal.
2. Attend, take minutes for and be involved in staff meetings.

Personal

As we do our work in Christ’s name you must be respectful of our Christian Ethos and be able to work within it.

This post requires you to complete a Standard Disclosure and undertake the necessary vetting checks.

Skills and Abilities

Essential:

A warm and friendly manner and a professional attitude as the postholder will have contact with clients and others.

Ability to demonstrate the effective use of IT - Microsoft packages, email and internet.

Ability to work on own initiative and work within agreed deadlines.

Be able to communicate with staff at all levels of the organisation as well as people from external agencies.

Willing to attend training courses as required.

Desirable:

Experience of working with and supporting volunteers.

Experience of working with financial information and an understanding of financial procedures as they relate to the job.

An ability to support the manager in the production of reports.

Knowledge of this or a similar service area.