Administrator

Purpose of The Job

Full Time - 35hrs 

We are seeking a dynamic and organised team player with strong administration skills and a confident client centered approach.

You will make an essential contribution to SAIL  and will enable the organisation’s strategic development by providing excellent administrative support to a number of areas including fundraising, grant making, financial processes, and general office management.

Key Tasks

General Admin

1.      Acting as the first point of contact for the charity by handling inquiries by phone, email, and post.

2.      Responding to telephone calls and greeting clients.

3.      To issue counsellors with relevant paperwork and information.

4.      To manage incoming and outgoing post.

5.      To take messages for other staff.

6.      To undertake word processing, photocopying and filing for other staff as required.

7.      To oversee the room booking diary and including making and cancelling bookings as required.

8.      To provide administrative support to SAIL training, conferences and other events.

9.      To contribute to the maintenance of the office equipment including the photocopier, answer phone and computers.

10.   To maintain the reception area including display of publicity material.

11.   To administer and input financial data to keep records up to date.

12.   To assist in the development and refinement of systems.

13.   To maintain a high standard of presentation in all rooms

14.   To update the SAIL website as required

Financial

1.     Invoicing

2.     Accounts & Cash flows

3.     Managing &recording petty cash

Referrals and Appointments

1.      Take and record referral details.

2.      To liaise with therapists and clients where necessary.

General

1.      At all times to work within the expectations of confidentiality

2.      To attend team meetings as required

3.      To participate in line management meetings as required

4.      To participate in training as required

5.      To work within SAIL policies and procedures

6.      To undertake any other duties which are consistent with the nature of the post

Person Specification

In your application, please provide evidence of how you match each of the following criteria:

  Qualifications

Experience required, Knowledge and Skills

You have at least 2 years’ experience working in a public facing administrative role.

You have a solid working knowledge of Microsoft Office suite, especially Word and Excel.

You have worked in the charity/healthcare sector.

Attributes and Personal Characteristics

You are polite, courteous and client focused.
You have excellent communication skills (verbal and written).

You have a university degree or equivalent OR Business and Administration Level 3 Certificate (NVQ).

You have demonstrable experience of office management, committee servicing, budget monitoring, creating and maintaining reporting schedules, updating databases and using them to produce reports.

You have a solid working knowledge of the principles of the Data Protection Act 2018 and how these apply to charities and their supporters.

You are able to work with minimum supervision, are proactive and take initiative, e.g. by identifying problems, proposing solutions and escalating issues appropriately.

You have a flair for implementing efficient systems and processes and continually seek to improve operational procedures.

You have strong organising skills; you are meticulous and have excellent attention to detail.

You have a positive team ethos and are keen to contribute to the overall success of the charity.

You are able to work to tight deadlines and manage multiple priorities.

You are resilient and able to adapt to changing priorities.