Business Support Administrator - Stockton Family Action (Internal Applicants Only)

Job Summary
Contract Type:
Working Pattern:
Part time
Advert Start Date:
Advert End Date:
Closed for applications on 21/11/2023 23:59
Grade 1, Point 10
Hours per week:
Job Category:
Admin / Secretarial / Customer Services
Vacancy ID:
Employment Location:
Number of posts:
Closing date:
21 Nov
Further Information
Job Title: Business Support Administrator

Service: Family Time/Supervised Contact

Salary: Grade 1 Point 10  
Hours: 22.5 hours per week (plus additional hours may be available to cover annual leave)

Location: Stockton – on – Tees
Responsible to: Family Time Service Manager 

Summary of Job:
To provide administrative & business support to the Family Time Service. The Administrator will be a key part of the Family Time Service, welcoming families and supporting session bookings.
The administrator will undertake expected administration duties including attendance at meetings to take minutes and follow-up actions, ensuring alongside the service manager that service requirements are maintained. The administrator will monitor service processes as required, supporting management and the wider team. You will promote a positive image of Family Action, representing the organisation and the service to services users, families, internal and external professionals.

Key Tasks and Responsibilities:
Maintain computerised and manual systems, sourcing and keeping accurate records of finance, recruitment process, staff holidays, room bookings, sickness absence returns, staff car insurance and wider correspondence. Book training for service staff. File away and update staff learning and development records; update service training matrix. 
Process information relating to incoming referrals and closed client files. Support management with planning, rostering and coordination of the supervised contact taking place in the centre and other venues. 
Carry out administrative tasks such as receiving and sending e-mail communications, order stationary, make travel bookings, carry out photocopying and process incoming and outgoing mail. Monitor and process incoming emails to service and any shared inboxes. 
Word process correspondence, reports and other information and complete filing as required. Record and write up minutes of meetings as required. 
Provide an efficient and welcoming reception service within the office for all site visitors and telephone contacts. 
Prepare resources and support with set up for supervised contact and light cleaning after contact took place (i.e. putting toys aways, wiping changing table etc.) 
Be first point of contact for the service. 
Process and distribute service user funding applications such as grants, electronic voucher and specific appeals; maintaining all correspondence and related records. 
Promote a positive image of Family Action, assisting the team in developing promotional materials and supporting awareness of the organisation and its services through publicity events as required.   
Support the Family Time Manager and Family Time Coordinators with running and preparing reports, inputting and extracting data. 
Ensure that the office environment complies with and maintains a high level of Health and Safety standards in accordance with the standards as applies to legislation. Comply with Family Action’s Health and Safety Policy, Data Protection Policy and  protect your own and others’ health, safety and welfare. 
Gather and provide relevant volunteers’ data as agreed with Volunteer Coordinator. 
Adhere to Family Actions confidentiality policy and ensure that confidentiality is maintained at all times. 
Ensure you have an understanding (appropriate to your role), of and comply with, Family Action’s procedures for promoting and safeguarding the welfare of children and vulnerable adults. 
Participate in supervision arrangements and team meetings as negotiated and agreed with the Service Manager. 
Ensure the implementation of Family Action’s Diversity & Equality Policy and our Ethical Policy in every aspect of your work and positively promote the principles of these policies amongst colleagues, service users and other members of the community. 
Work flexibly with regular early morning, evenings and weekends (8am-8pm) on 4 weeks rota shift. 
To be able to evidence Family Action’s values at all times, which underpin Family Action’s mission of ‘building stronger families’ by:

Being people focused
Reflecting a ‘can do’ approach
Striving for excellence in everything we do
Having mutual respect for everyone we work with, work for and support through our service
Please note
This job is closed for applications.