Are you an experienced administrator looking for a new challenge? Due to internal promotion, we have a vacancy for a Team Administrator to work in our Faversham centre.

The role is varied and involves dealing with our clients and the general public, as well as keeping our Centre running smoothly.

**Please follow the instructions at the end carefully if you wish to apply for this role. CVs without a covering letter will NOT be considered **

Job Title: Team Administrator (Day Services)

Hours: 25 hours per week, Monday to Friday inclusive from 09:00 to 14:00. Some flexibility will be required. Some extra hours may be needed to cover annual leave or sickness.

Reports to: Centre Manager

Contract: Permanent

Purpose of the post
The main purpose of this role is to provide administrative support to the Day Services Team at our centre in Faversham. The postholder will help to engender a warm and friendly environment within the centre which puts clients at the heart of its activities.

The role involves working with the team of staff and volunteers to provide effective administrative support to the centre, plus accurately maintaining and monitoring service data.

SPECIFIC JOB DESCRIPTION:

Areas of responsibility within the Centre.

- To meet and greet clients, the public and representatives from other organisations in respect of our Day Centre Services. Be a friendly point of contact for them. Deal with enquiries in a friendly yet professional manner.
- Process client referrals for the Day Centre.
- To act as point of contact for potential Day Centre services volunteers by assisting the Volunteer Coordinator. (Help to explain roles available and the process of applying. Supply volunteer application packs and check that appropriate training and induction sessions are booked.)
- To answer incoming Day Centre telephone calls and re-direct appropriately or take messages. Make outgoing calls relevant to the role. - - -- -- Check answering machine messages where appropriate and deal with them.
- To manage a planned maintenance schedule of buildings, equipment and vehicles as per policies and procedures and organising emergency repairs by liaising with contractors.
- To liaise with the Business Performance and Development Manager and Day Services Supervisor to monitor staff training schedules
- To monitor and process emails and post for the Day Centre.
- To collect and collate accurate service data for statistical reporting purposes.
- To create templates that help facilitate the smooth running of the centre as requested by the Centre Manager or Day Centre Supervisor.
- To record statistical information for the Bus Service Operators Grant and complete relevant application forms.
- To undertake filing and photocopying of documents.
- Minute taking for client forums etc.
- Co-ordinate administrative and financial procedures and systems and help to devise ways to streamline processes.
- Co-ordinate the Meal on Wheels service ensuring routes are covered for an efficient delivery, same day or future cancellations are logged, and drivers submit their weekly delivery sheets for invoicing.
- To regularly update the client database.
- Oversee the cleaning schedules of the buildings.
- To report any Safeguarding concerns to the Day Centre Supervisor immediately.
- Participate in the planning and delivery of the Day Centre’s fundraising activities.
- Liaise and form good working relationships with our Sittingbourne Centre.
- To carry out such reasonable tasks as may from time to time be delegated by the Centre Manager or Day Centre Supervisor.
- Receive supervision from the Centre Manager and undertake professional development and training as required.
- To adhere to the Organisation’s Policies and Procedures at all times.
- Occasional weekend working, if required.

Skills and Experience

- A comprehensive understanding of the needs of the client group and the issues that affect them
- Ability to work as a supportive team member
- Ability to plan and prioritise own workload
- Administrative experience, including record keeping and writing reports
- Excellent interpersonal skills
- Ability to proficiently use industry standard IT systems (e.g. Microsoft Office, Email, Internet, etc.) to an intermediate level
- Experience of dealing with health professionals/social services (Desirable)
- Ability to recognise problems and seek relevant and appropriate advice
- Ability to work without direct supervision and demonstrate initiative
- To be committed to and understand the values of Age UK Faversham and Sittingbourne as they apply to your role and the work you do

Other requirements
- Knowledge of health and safety and safeguarding issues as it applies to the role (Desirable)
- Flexible approach to working hours and arrangements
- To be committed to the principles of equal opportunities and diversity

To apply, please send a full CV and a covering statement which demonstrates how your skills and experience meet the above criteria. CVs without a covering statement will NOT be considered. We will assess applications as they arrive and close the advertisement when we have enough candidates to carry out interviews.

If you would like an informal chat about the role or would like to visit us to find out more about us, please call Lindsey Hughes, Centre Manager, on 01795 532766.