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Restart Initial Contact Administrator

3 months ago

Walsall, Walsall, United Kingdom Steps to Work Ltd Full time

Steps to work is a charity with over 20 years' experience we put people at the heart of everything we do and are committed to driving positive change by supporting those who need it in the local community with employment support services and together with local employers we are determined to make a difference.

To provide duties with regards to administrative support on a DWP contract (Restart) for Steps to Work.

  • To oversee the smooth running of the Management Information System and ensure that all data is inputted accurately and within the required timescale to meet contractual compliance.
  • To complete information security assessments.
  • To assist in the maintenance of the network and management information systems register of access permissions in line with the relevant clauses of the Data Protection Act and Security Plan.
  • To be responsible for the active directory accounts for the customers at the sites.
  • To assist Contract Manager with weekly reports
  • To manage the audit function and to ensure that files audits are carried out on a regular basis and that corrective actions are put in place as necessary in line with contract compliance.
  • To carry out general clerical duties scanning, filing, photocopying, telephone answering and dealing with general enquiries.
  • You will be required to cover Reception when necessary for lunch and annual leave cover
  • To manage the booking system ensuring queries are dealt with and liaise with stakeholders to assist with the booking system and improving the paperwork flow between all parties.
  • Conduct three-way Warm handover meeting between JCP coach, participant and complete MI system
  • To assist with the setting up and maintenance of effective and efficient administrative systems for the project's activities.
  • To input, update and retrieve information into computer databases and spreadsheets.
  • To assist in the processing of invoices and purchase orders
  • To assist the contract a small caseload of participants will be monitored as an admin function and compliance task
  • Attend departmental and best practice meetings as required. To provide a quality service which meets contractual requirements and activity encourage customers to take part in evaluation and feedback.
  • Aid management to ensure that all contractual compliance obligations are met.
  • To prepare agendas, minutes of meetings and reports as requested by Contract Manager.
  • Making and receiving telephone calls to develop relationships with interested stakeholders
  • Undertake other such duties as requested which are reasonable and appropriate to the role.

4.0 Company Quality and Governance

  • To follow company processes in line with ISO 900
  • To support colleagues across teams to achieve the wider business aims and contractual obligations.
  • To ensure selfdevelopment and to support the development of others through, training, mentoring and job shadowing activities.
  • To ensure awareness and adherence to health and safety, safeguarding and GDPR legislation and company procedures.
  • To be respectful and treat others with dignity, being aware of equality and diversity within the workplace at all times.
  • To support the organisation in achieving key accreditations as required, including but not limited to Investors in People, Matrix, Leaders in Diversity, Disability Confident, ISO 14001, ISO 9001, ISO 2700
  • To take accountability of deadlines and targets set by the line manager and ensure that they are met as set.

Experience

  • Experience in the use of administrative systems including basic financial experience. Essential
  • Previous use of Microsoft Word, Excel and Access to an intermediate level. Essential
  • Experience of liaising with external organisations/partners. Essential
  • Experience of dealing with customer queries. Essential
  • Experience of ensuring that files and paperwork are ready for internal and external audits and managing this function. Essential

Skills/Abilities and Knowledge

  • Ability to set up and maintain accurate filing systems including computerised systems. Essential
  • Ability to work on own initiative. Essential
  • Ability to work effectively as part of a team. Essential
  • Excellent interpersonal skills with the ability to liaise with individuals at all levels of an organisation with tact and diplomacy. Essential
  • Ability to complete paperwork in line with contractual requirements where appropriate. Essential
  • Ability to audit and monitor electronic records. Essential
  • Ability to work under pressure and adhere to multiple deadlines. Essential
  • An excellent standard of verbal communication Essential
  • The ability to work with trust and autonomy. Essential
  • To display strong motivational, customer service and organisational skills Essential
  • To be competent in the use of technology with excellent IT skills. Essential
  • To be an enthusiastic and flexible team player with high expectations