Administrator

5 days ago


Stirling, United Kingdom STEP Full time

**PLEASE NOTE THIS POSITION IS ADVERTISED ON BEHALF OF OUR CLIENT THERAPY TRAIN.**

Job Title: Administrator (part-time)

Salary Scale: £11.00 per hour

Number of Hours: Part Time, Permanent

Working Hours: Monday, Wednesday and Thursday 8.50am-5.05pm & Tuesday 11am-5.05pm

Location: The position is based at 12 Melville Terrace, Stirling, FK8 2NE. There may be a requirement to travel to other locations, in which case, travel expenses within a working day can be paid.

**Overview**:
The post holder will provide a range of administrative tasks within a small friendly and supportive team of both paid staff and volunteers. Therapy Training Stirling is a Community Interest Company providing counselling services, play therapy, professional supervision and counselling training within Central Scotland and beyond.

The post holder will be an integral part of the team, responsible for the smooth running of the office and supporting the operations of the business. The post holder will report directly to the Managing Director of the company.

Due to the nature of the client group, the post holder will be expected to maintain confidentiality at all times and adopt a sensitive approach to individuals. All administrative duties will be carried out at the business premises due to strict adherance to ICO data protection protocols.

Lone working may be required on occasions.

**Duties and Responsibilities**:
**Reception and Communication**:

- Welcoming clients and visitors to Therapy Train Stirling in a friendly and supportive manner including answering the phone, dealing with people face to face and managing enquiries.
- Provide relevant information, maintaining confidentiality of service enquirers.
- Respond to service user enquiries via e mail and telephone.

**Financial**:

- Administer petty cash, keeping accurate records and maintaining security.
- Use computer based financial systems including Excel and Quick Books.
- Maintaining financial security procedures in place as required.
- Receive credit card payments using a credit card reader.
- Receive payment in cash and issuing receipts.

**Record Keeping**:

- Keeping administrative records up to date and accurately filed
- Maintain confidentiality of client information and records
- Computer data inputting and analysis of service evaluations & counselling questionnaires.
- Taking utility readings submitting to utilities providers, keeping records of all readings.

**Marketing**:

- Assist in developing marketing materials and update Therapy Train Stirlings’ web based accounts including Social Media platforms.

**Health Safety and Security**:

- Adopt all health and safety procedures in place including additional procedures brought in for COVID19.
- Ensure visitors to the premises are advised of the procedures in place for COVID19 and show them what to do if required.
- Adopt the role of “Fire Officer” and operate the fire alarm system.
- Maintain security of the office at all times including opening and closing the building and operating the intruder alarm.

**General Tasks**:

- Generate memos, e mails and reports
- Use and maintain office equipment e.g. computers, printers, copying machines, laminators
- Use IT including e mails, internet, Microsoft packages (Word, Excel Spreadsheets, Microsoft Access, PowerPoint) and Zoom
- Maintain office supplies including ordering and checking deliveries
- Maintain office cleanliness including light cleaning duties on a rota basis.
- Keep all work areas clean and tidy
- Undergoing relevant training when required
- Supporting staff or volunteers in the use of office systems and answering queries as required
- Background support of training programmes, organising materials, sending out information
- communicating with adult learners and providing administrative support to trainers
- Preparing and organising training packs and materials
- Photocopying or scanning documents
- Maintaining resource materials, ensuring adequate copies are available in preparation for training sessions.
- Liaising with funding organisations to support adult learners / students
- Supporting volunteers on placement as required

**Qualifications and Skills**:
**Essential**
- Education: SQA in Business Administration Level 2 or equivalent
- Sound understanding of how to maintain professional confidentiality
- Up to date knowledge of Microsoft Applications.
- Basic book-keeping and accountancy skills
- Be able to work in a busy small office and deal with people from diverse backgrounds
- Willing to learn new skills and develop with the company.
- Friendly, willing and open approach and be able to work as part of a team.

**Desirable**
- Familiarity and knowledge of web editing, social media marketing resources including web pages on Social Media platforms [facebook; instagram; twitter].
- Web editor skills with experience WordPress
- Familiar with Quick Books.

**Job Types**: Part-time, Permanent

**Salary**: £11.00 per hour

**Benefits**:

- Additi


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