Secretary to Director of Children & Families Plus Regional Administrator - Temporary - 1 Year Maternity Cover

Information

This is a multi post where you will provide Admin support to the Director of Children & Families and Head of Service to Counselling and is temporary for one year.

Salary is pro rata of 38.5 hours per week.

JOB DESCRIPTION

POST OF:                     SECRETARY

RESPONSIBLE TO:     DIRECTOR CHILDREN AND FAMILY SERVICES

SALARY:                       £21,761 – £24,127 - 21.00 hours (pro rata)

MAIN ROLE

To provide a full secretarial service to the Director of Children and Family Services.

Based At: Willow House. Strathclyde Business Park.

In addition travel out with the office to support the Director will be required on a regular basis.

MAIN DUTIES

1. To provide dedicated secretarial support to the Director of Children and Family Services. 
2. To operate a diary and bring forward system.
3. To operate a mail tracking system.
4. To be responsible for the typing of correspondence, reports, statistical data etc transcribing from hand written copy and audio.
5. To provide full secretarial services to designated committees. To attend the Committee meeting ensuring that meetings convened, committee members notified, minutes taken and papers circulated in line with agreed standards.
6. To attend meetings as required and be responsible for minute taking and typing and circulation of minutes and agendas.
7. To maintain and co-ordinate the Director’s diary and arrange meetings ensuring all necessary arrangements are made.
8. To undertake routine correspondence, and ensure that all correspondence is signed and appropriately dispatched.
9. To establish and efficiently maintain a filing system.
10. To handle the Director’s correspondence including e-mails as appropriate ensuring that appropriate timescales are met.
11. To make all necessary travel arrangements, and support the collation and submission of mileage returns.
12. To undertake any other duties as specified by the Director.

QUALIFICATION AND EXPERIENCE

Essential

• To be proficient in the use of Microsoft office packages, including Excel, PowerPoint, Word etc.
• Must be able to work on your own initiative and to participate as part of the Children and Families team
• Ability to undertake copy/audio/word processing.
• To have very good organisational skills and attention to detail.
• To have good customer service skills.

PERSONAL

• To be a good communicator.
• To have a professional demeanour.
• To be able to work without supervision and as part of a team.
• Ability to work under pressure in a busy section.
• To be flexible and have a ‘can do’ attitude.

As we do our work in Christ’s name you must be respectful of our Christian Ethos and be able to work within it.  You do not need to share our faith. 

This post requires you to either complete a Disclosure or be a member of the Protecting Vulnerable Groups (PVG) Scheme and undertake the necessary vetting checks.

JOB DESCRIPTION

POST OF:                   REGIONAL ADMINISTRATOR

RESPONSIBLE TO:   HEADS OF SERVICE (REGIONAL OFFICE)                                    

SALARY:                      £18,602 - £19, 857  - 7.00 to 15.00 hours (pro rata)

MAIN ROLE

To provide a full admin service to the Heads of Service.

MAIN DUTIES

1. To provide dedicated admin support to the identified Heads of Service.
2. To be responsible for the typing of correspondence, reports, statistical data etc transcribing from hand written copy and audio.
3. To provide admin support to Heads of Service in Absence Management, Recruitment and Disciplinary, Investigation and Grievances procedures.
4. To maintain and co-ordinate the Heads of Service diaries and arrange meetings ensuring all necessary arrangements are made.
5. To undertake routine correspondence, and ensure that all correspondence is signed and appropriately dispatched.
6. To attend meetings as required and to be responsible for typing and circulation of minutes, agendas.
7. To establish and efficiently maintain a filing system.
8. To handle the Heads of Service correspondence ensuring that appropriate timescales are met.
9. To understand CrossReach financial processes and hold responsibility for Petty Cash.
10. To make all necessary travel arrangements.
11. To liaise with external agencies, management, service managers and staff throughout CrossReach.
12. To have an effective working knowledge of CrossReach & external Websites.
13. To undertake any other duties as specified by the Heads of Service and as required in the day to day running of the Regional Office.

QUALIFICATION AND EXPERIENCE

Essential

• To be proficient in the use of Microsoft office packages
• To be able to undertake copy/audio/word processing
• To have excellent organisational skills
• To be able to work without supervision
• To maintain a high level of Confidentiality

Desirable

• To be a good communicator
• To have a professional approach
• To be able to work without supervision
• To have the ability to work under pressure and meet expected deadlines
• To have a flexible approach

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.  You do not need to share our faith. 

This post requires you to either complete a Disclosure or be a member of the Protecting Vulnerable Groups (PVG) Scheme and undertake the necessary vetting checks.