Accommodation Services Administrator
Location
United Kingdom
Posted
3 days ago
Salary
£28.4K / year
Seniority
Mid Level
No structured requirement data.
Job Description
Accommodation Services Administrator
Together for Mental Wellbeing
Role Description Do you have attention to detail, accuracy when dealing with data, can you manage conflicting deadlines, take effective minutes, quickly deal with spreadsheet and data management systems and gently remind colleagues of tasks? Please join our vibrant Accommodation Services Team, support managers and teams to improve support and quality and make a difference in people's lives. This key role provides administrative support, coordination, data collection, information management and reports across quality and performance. You will also provide administrative support to the Regional Heads of Operations, the Organisational Duty System and contribute to the organisation’s Quality Team. Key Responsibilities - Administrative support - Work closely with the Regional Heads of Operations and Wellbeing and Development managers offering administrative support where needed. - Co-ordinate regular operational group meetings, including venue or Teams booking, keeping track of actions, circulating the agenda, taking minutes and scheduling. - Co-ordinate regular quality meetings, including venue booking, keeping track of actions, circulating the agenda, taking minutes and scheduling. - Support Heads of Departments regular meetings, managing the agenda and taking minutes. - Collating and producing information for use by senior managers and trustees in Committee meetings, liaising with colleagues across all departments where necessary. - Providing administrative support to the policy and procedure review cycle. - Be the key administrator and point of contact for Together’s incident, accident, and complaints reporting software, guiding staff on how to use the system via webinars/phone support and email. - Use of software to present information in various formats including graphs, flow charts and infographics, where required. - Provide administrative support to the operations duty system (e.g., on call rota management, checks on the automatic number transfers). - Where required, be first point of contact for complaints or compliments made by phone about Together services. - Where required, provide ad-hoc support for other departments including CMS (data management system), inbox/query management. - Administration and data management - Ensure that data for incident, accident and complaints review meetings are met, providing different formats of presentation including graphs, tables and where required, infographics. - Carry out light computer drive-based filing and correspondence duties where required. - Support operations manager with reminders of deadlines and collating data to be communicated to or from other department (e.g. Finance, Housing, HR, Training). - Organise meetings including venue booking, catering, circulating agendas and producing minutes. - Provide support to the Health and Safety Manager, attending meetings, collating and providing data for use in reports to trustees. - Keep up to date record of all services with key points of contacts and key details, review regularly and distribute to relevant staff. - Support with the management of operational emergency on-call system. - When required, provide ad-hoc support in data collating, and inbox management for Together’s client management system. - General - Work closely with a wide range of colleagues from Operations, Communications, HR, Finance, Learning & Development. Be a point of contact for internal operations inquiries. - Within own areas and activities and mindful of others, maintain a safe, healthy and secure working environment. - Promote and maintain Together’s philosophy and policies in all areas of work. - Travel to Together sites and other venues around the UK if required. - Confidentiality - Information relating to people we work with must be treated in the strictest confidence and discussed with colleagues only with prior consent of the individual, unless in the case of risk. - Information relating to staff must be treated in the strictest confidence and discussed only with other senior staff or line manager. Qualifications - Able to communicate clearly with colleagues of all levels, external contacts and service users. - Responds efficiently and effectively to customer needs, and is focused on finding a solution. - Completes standard letters, forms and records legibly and without errors, showing a high standard of IT skill. - Keeps accurate and complete records and handles data appropriately according to legislation, policies and procedures. - Able to suggest improvements to team processes as they relate to quality and performance. - Experience of supporting a busy department managing different priorities, organising a high volume of incoming information efficiently. - Responds positively and quickly in response to new information, changing conditions or unexpected obstacles. - Confident in making decisions within job scope. - Relates to others in an open, constructive manner. - Able to resolve complaints or issues diplomatically. - Ability to break down large tasks into manageable pieces of work to meet deadlines. - Ability to grasp IT & administrative systems quickly and learn while doing. - Highly organised and able to keep track of information from a variety of sources. - Ability to develop new systems to record and track information. - Advanced level Excel skills or experience of administering a quality management system. - Experience or knowledge of contributing to reviewing policies and procedures. Benefits - All PS to be assessed at application and interview.
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