Job summary
We're currently recruiting two full-time Charity Administrators. The posts are office based and offer a great opportunity for a varied role in a forward-facing young peoples mental health charity.
To be successful in the role you must:
Have an interest in and empathy for young people
Be able to respond sensitively to young people in distress on the phone, in person, via email and text
Have a professional telephone manner and excellent interpersonal skills
Be highly computer literate and confident using Office 365
Have very good organisational, administration and time management skills
An ability to work within organisational frameworks and structures
A commitment to operating within the policies of the charity including confidentiality and Equality and Diversity
Staff have access to regular internal and external training opportunities and to benefits including a company pension, an Employee Assistance Programme, store and event ticket discounts. These posts are advertised as full-time but are also open to job share.
An application pack can be downloaded from our website Careers (talkofftherecord.org).
Main duties of the job
Providing general administrative support to service managers and practitioners including developing/maintaining electronic and paper-based administrative systems and procedures to support the work.
About us
Off the Record is an award-winning young peoples mental health charity offering a range of support services for children and young people across the London Boroughs of Croydon, Sutton and Merton. Our vision is to offer huge amounts of compassion and professional insight to children and young people living in these areas.
Job description
Job responsibilities
Administration for the services:
1. Providing general administrative support to service managers and practitioners including developing/maintaining electronic and paper-based administrative systems and procedures to support the work
2. Responding to telephone and email enquiries from young people, parents and professionals
3. Maintaining the service diaries, booking and managing appointments for clients and managing room availability
4. Managing central and service email inboxes ensuring that emails are responded to promptly and appropriately and that relevant staff are aware of actions taken/required
5. Managing new referrals to the services as agreed with the service managers including responding to referrers, raising and managing queries and database entry
6. Managing client endings in relation to endings letters to clients and referrers and closure on the databases
7. Managing the archiving and deleting of ended clients on the database and paper records
8. Direct database entry onto Off the Records database including responding to database queries and creating statistical reports
9. Assisting with organising respite trips and activities for our young carers service
10. Managing the administration of all support services provided to young people and parents, including building readiness, paperwork and reminder text/emails
11. Assisting with the creation and distribution of service publicity and information resources for use by counsellors and young people
12. Overseeing the work of administration volunteers, agreeing tasks and offering support as require
13. Dealing with any minor building maintenance, liaising with Off the Records Administration Manager/Office Manager in relation to building maintenance and office supplies and other issues as appropriate
14. Organising, attending and minute taking at meetings as and when required including staff meetings, Trustee meetings or cluster meetings with schools
General:
1. Undertaking the role of First Aider and Fire Marshall if appropriate
2. Undertaking training in new areas of work as required
3. Actively implementing the charitys Equality & Diversity Policy in all aspects of the work
4. Attending Off the Record staff meetings, and training events
5. Any other tasks commensurate with the role
Person Specification
Knowledge, skills and experience
Essential
- 1. Interest in and empathy for young people and ability to respond sensitively to young people in distress on the phone and in person and via email or text
- 2. Clear and professional telephone manner and excellent interpersonal skills
- 3. Ability to maintain clear working boundaries between the administrative role and the work of the mental health practitioners
- 4. Highly computer literate and confident using Office 365 and related applications
- 5. Confident in the use of databases including database entry and producing basic statistical reports
- 6. Ability to cope under pressure whilst managing a variety of tasks and maintaining attention to detail
- 7. Experience of handling confidential information and an awareness of Information Governance / GDPR Regulations
- 8. Strong experience of general office procedures
- 9. Ability to work flexibly, on own initiative and prioritise own workload
- 10. Very good organisational, administration and time management skills
- 11. Ability to work as part of a small staff team
- 12. Commitment to operating within the policies of the agency including confidentiality and Equality and Diversity
- 13. A proactive, can do attitude to the role
Desirable
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Off The Record Youth Counselling Croydon
Address
Off The Record Youth Counselling
72 Queens Road
Croydon
CR0 2PR