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Regional Administrator

3 months ago

Londonderry, United Kingdom Cruse Bereavement Support Full time

The role


Will be responsible for the day to day running of the local office, managing referrals calls from people who are bereaved, supporting volunteers with service delivery and ensuring effective recording and management of relevant systems and processes.

This post is based In Foyle Office and will manage meeting spaces across Western Trust area for service delivery. ability to travel independently across NI will be required.

JOB DESCRIPTION

Purpose of the Post

  • To support direct service delivery to People bereaved and volunteers across a number of branches
  • To deliver services in line with Cruse standards, policies and procedures
  • To ensure smooth running of regional administration, and carry out administrative duties as required by the region

Key responsibilities and duties

Service Delivery and Volunteer Engagement

  • Prepare and send first contact information for clients to support them through the Cruse pathway
  • Carry out administrative tasks associated with arranging local or regional events, local or regional training courses (Continual Professional Development
  • CPD) and branch meetings etc.
  • Carry out administrative tasks associated with recruiting new volunteers, such as supporting the National Volunteering team to coordinate and book pre and post course interviews
  • Support new volunteer local inductions, and the issuing of Cruse identity cards
  • Support the Regional team to coordinate and improve administrative processes and tasks
  • Keep accurate and secure client and volunteer records, using the Cruse organisational database (CRM), and in line with GDPR and Cruse procedures
  • Support the admin needs of multiple branches, as part of a Regional team. Support the Head of Cruse NI and Service Delivery Leads with ad hoc admin duties
  • Support premises operations including ensuring that health and safety requirements are met, maintenance of office equipment and manage process for key holders
  • Process financial transactions which may include receipts and payments, preparation of payment for suppliers and branch expenses
  • Provide support to local fundraising activities (where appropriate)
  • Maintain a supply of stationery, Cruse literature and relevant other information

Client and volunteer support

  • Support the Head of Cruse NI and Service Delivery Lead with communications to volunteers and clients, including contributing to newsletters, social media and local communications
  • Facilitate other bookings and appointments to ensure that client work and volunteer support can take place in an efficient manner
  • Complete the booking and administration of UYBO sessions as part of the Cruse Client pathway
  • Accept and process client referral calls and information
  • Support the administration involved in the assessment and allocation process, including updating the CRM database and liaising with clients and volunteers
  • Administer the learning and giving (client donation) programme, including sending standard Cruse materials, gathering feedback, reviewing evaluation feedback, and reporting income back to volunteers
  • Carry out other duties that may be reasonably required from time to time, including supporting the duties of the Head of Cruse NI and Service Delivery Lead
  • Deal with safeguarding issues in accordance with Cruse procedures
  • Support the administration and monitoring of criminal record checks for existing volunteers (where required)
  • Ensure service provision promotes Equality, Diversity and Inclusion
  • Adhere to all policies and procedures of the organisation
We may ask you to undertake other tasks in line with your level of responsibility. Some volunteers may carry out some local tasks.

PERSON SPECIFICAION

Experience

  • Essential_
  • Significant experience of providing administrative assistance in a service delivery environment
  • Working effectively with volunteers delivering frontline services
  • Experience in recording personal and sensitive information on database systems
  • Experience of processing financial transactions
  • Desirable_
  • Experience working with bereavement and/or bereaved people

Knowledge

  • Essential_
  • Knowledge of GDPR legislation, including principles and requirements
  • Sensitivity to the differing needs of individuals in working within a diverse client/volunteer base
  • Knowledge of general service operations and administrative processes
  • Good understanding of safeguarding
  • Familiar with DBS checks (or willingness to learn)
  • Understanding of Equality, Diversity and Inclusion in a client service environment
  • Desirable_
  • Understanding of bereavement issues, support and services

Skills

  • Essential_
  • Competent IT skills including excel and use of organisational databases
  • Ability to work within a team
  • Ability to work remotely (when required, and if not office based)
  • Good communication and interpersonal skills
  • Competent in Microsoft Office, and use of digital communication platforms, i.e. Zoom, Teams
  • To ma