JOB DESCRIPTION TITLE OF JOB: Administration Assistant

JOB DESCRIPTION
TITLE OF JOB:
Administration Assistant
REFERENCE:
IAS
SERVICE/PROJECT: Impact Advocacy Services
CLOSING DATE FOR APPLICATIONS: 9.00am Monday 20 April 2015
HOURS PER WEEK: 10 (minimum of 5 hours to be worked on a Monday)
TEMPORARY/PERMANENT: Fixed period - this post is funded for one year initially.
BAND 1, NJC POINTS 11-16, SALARY £15,285 – 17,192 (pro rata) per annum,
paid monthly by Automated Credit Transfer on 25th of each month.
HOLIDAY ENTITLEMENT: 27 days per annum, plus 3 extra days at Christmas and the
usual statutory holidays (pro rata)
ACCOUNTABLE TO: The Impact Advocacy Service Manager
LINE MANAGED BY: Administration Co-ordinator
RESPONSIBLE FOR:
 Providing Administrative Support
 Supporting the smooth running of Impact Advocacy services
 Contribute to maintaining the Impact offices at Dove Lodge, ensuring it is a
positive space for our staff and service users
For an informal chat about the job, please ring Maxine Thomas or Rachel
Calver on 01903 730044. For an application pack please call our 24 hour
recruitment line on 01273 322958 or email recruit@impact-initiatives.org.uk.
This post is exempt from the Rehabilitation of Offenders Act (1974).
Impact Initiatives is a company limited by guarantee and a charity under Registration No.
276669.
Company Registered in England No. 1402692
BACKGROUND AND AIMS OF IMPACT ADVOCACY SERVICES
Impact Initiatives was set up over 30 years ago through a partnership including
Brighton Borough Council and Sussex University. These people came together as they
all wanted to support local people in need and knew this could be most effectively done
through pooling resources and skills. Our original remit of ‘filling the gaps in statutory
services’ is as relevant today as it has always been.
Today Impact Initiatives manages a range of services in Sussex for all ages, the
services are all designed to help people to meet their potential and have an improved
quality of life. This is achieved by providing the right support from the right people at the
right time. Each of our services has a specialist manager and staff team who are
supported by the Impact Central Team who provide management in finance, HR,
admin, IT, facilities and project development. This is a cost effective way of the services
having consistent professional support and enables them to focus on the service
provision.
Impact has provided Advocacy Services in West Sussex for over fifteen years. The
services have developed over time changing to meet the current needs of those who
use them.
We currently provide
a countywide issues based advocacy service for:
o
Adults with learning disabilities (18+)
o
Adults with a physical and/or sensory impairment (18-65)
o
Adults with an acquired brain injury (18-65)
o
Parents with learning difficulties going through childcare proceedings
o
Adults with Aspergers Syndrome
a Citizen Advocacy service for adults with learning disabilities in residential homes or
supported living venues
a countywide support service for self-advocates for adults with learning difficulties,
which includes support for 6 Self Advocacy Groups for people with learning difficulties
and Aspergers and support for people with learning difficulties to carry out Quality
Check work for WSCC.
In 2015, Impact Advocacy Services will be launching support for people who are eligible for
advocacy under the new Care Act.
MAIN TASKS
1. Providing administrative support for the service including, photocopying, filing, post
and maintaining stationary
2. Reception duties, including answering telephone calls, receiving visitors, taking
messages and making appointments
3. To respond to a wide range of enquirers in a manner that promotes confidence in our
services
4. Input and maintain data onto our database, respond to referrals and prepare reports
5. Word process letters and documents as required
6. Work with the Administrative Co-ordinator to develop systems that improve efficiency
of managing information and resources
7. To occasionally assist in the facilitation of internal and external meetings, making
action notes and distributing to people in attendance
8. To contribute to developing and maintaining publicity and updating social
media as appropriate
9. To assist in keeping the office in a manner that conforms to Health and Safety
requirements
10. To implement project and organisation policies and procedures in daily work
practices
11. To comply with and implement Impact Initiatives Equal Opportunities policy
and any specific policies and procedures designed to promote and monitor
equal opportunities
12. To fully participate in regular supervision sessions, staff meetings and
conferences as required and undertake any training as agreed
13. To undertake any other duties as might reasonably be asked of the post
holder at the request of a member of the management team.
Supplementary information:
This job description will be subject to review in accordance with the needs of the
service. This post is subject to a 26-week probationary period. All posts within Impact
have the opportunity of an annual review/ evaluation.
PERSON SPECIFICATION
Essential criteria
1. Experience of providing administrative support including: accurate word
processing, using filing systems, taking notes at meetings and providing
reception services.
2. Ability to communicate positively with people who may have communication
difficulties
3. Experience of working professionally and consistently, both in a team and
independently with minimal supervision
4. Experience of using IT and other communication systems
5. Good organisation and planning skills with an ability to multitask and reprioritise
appropriately.
6. Ability to work calmly in a busy, demanding environment and work flexibly,
within a team.
7. Good self-awareness and strong interpersonal skills.
8. Ability to plan and prioritise own workload within the needs of a service
9. Proven communication skills both written and verbal
10. Ability to see solutions rather than problems.
Desirable
1. Knowledge of how the public and/or not-for-profit sector works/operates and/or
experience of working in a public or not-for-profit organisation
2. Experience of working with databases
3. Knowledge of other local services and experience of linking with other services
and joint working
4. Knowledge of the principles of Advocacy