Relief Administrator

Information

"I would like to tell you how much I enjoy the baby massage group. The two ladies are so welcoming and provide such a nice atmosphere. After the group, I walk out of the Tom Allan centre and feel so much better and stronger!”

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

 

Here at the Crossreach Bluebell Perinatal Service in Glasgow offer perinatal counselling and therapy to families and new and expectant parents.  We offer support to those experiencing anxiety, depression, low self esteem or any other negative feelings before or after having a baby.

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.

As a Relief Administrator you will provide cover for employees annual leave or sickness absence.

Main Function

To support the Business Support Manager and senior team ensuring efficiency in all administrative and clerical areas, within well defined procedures and under supervision.

Main Duties

Financial/Statistical

1. To process invoices timeously in line with CrossReach’s financial procedures.
2. To manage the service’s petty cash.
3. To accurately record the service’s income and expenditure in the format detailed in CrossReach’s financial procedures.
4. To provide the Business Support Manager with up-to-date information on the service’s budget.
5. To work with the senior team to ensure that employee timesheets are submitted within the specified deadlines.
6. To complete monthly reconciliations and submit them to the Finance Section within the agreed timescale.
7. To regularly complete the service’s banking transactions.
8. To process expenses through the Finance Section.
9. To process donations as set out in CrossReach’s procedures.
10. To liaise with external agencies such as the Council, Social Work Department or lawyers as required to carry out the duties of the role.

Administrative

1. To photocopy documents as requested by the senior team.
2. To establish and efficiently maintain a filing system, ensuring that all filing is kept up-to-date.
3. To provide reception service when required.  Where appropriate, deal with enquiry from, and provide information to, visitors or callers to the service.
4. To draft and type, minutes, reports and letters as required by staff within the senior team.
5. To deal with Service Users queries, involving their Key Worker if necessary.
6. To deal with requests for application packs, issuing application packs and making the necessary arrangements for interviews in line with CrossReach’s procedures.
7. To open and sort mail and frank and post the service’s mail on a daily basis.
8. To manage the distribution of stock within the service and when required re-order stock through CrossReach’s recognised suppliers.
9. To maintain information leaflets on the service, ensuring that they are in the corporate style.
10. To accurately maintain employee and client records as requested by a member of the senior team including staff rotas.
11. To carry out administration for training courses, other events and the letting of rooms including collecting fees.
12. To allocate rooms for counselling, supervision, training and other requirements.
13. To organise meetings as required by the senior team taking responsibility for organising diaries, booking venues, making travel arrangements and when required taking minutes.
14. To communicate with staff within the service or in Regional and Head Offices when necessary to seek or pass on information.
15. Any other duties which may reasonably fall within the parameters of the post.

Personal

Have respect for all aspects of Christian worship.

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

To attend training courses when required, to allow the post holder to fulfil the requirements of the role.

Skills and Abilities

Essential:

• Experience of working with financial information and a sound understanding of Financial procedures as they relate to the job.
• Proficient computer skills in Microsoft packages, (Word, Excel, PowerPoint, Outlook etc).
• Accurate typing skills.
• 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.
• Good organisational skills.
• A warm and friendly manner, as well as a professional attitude, as the post holder will have contact with service users, their carers and other professionals.