Business Administrator

1 month ago

Bristol, United Kingdom Grief Encounter Full time

_Grief Encounter was set up in December 2003 to ensure that bereaved children and their families receive the best possible support following the death of a significant other. Today, the charity is firmly established as a leader in clinical service delivery, both locally in North London and more nationally bereavement services._

**JOB SUMMARY**

Provides reception and administration support for Grief Encounter Clinical team

Responsible for the day-to-day management of the office premises.

**MAIN DUTIES & RESPONSIBILITIES**

Reception:

- Opens the office promptly each morning and ensures the reception and meeting areas are clean, tidy and welcoming at all times;
- Acts as first point of contact for the centre, opens and distributes mail, answers telephone calls and greets visitors. Provides refreshments for clients and guests (tea/coffee/juice/water), as appropriate;
- Books assessments and clinical appointments/co-ordinating room bookings as directed.
- Manages petty cash, keeping records, liaising with Senior Finance Manager (London based) and banking receipts.

Building Administration:

- Acts as first point of call for any Health and Safety issues: organises portable appliance testing (PAT); monitors premises for any slip, trip and other hazards within the building; tests fire alarms on a regular basis. Represents GE at Grief Encounter Health and Safety Team meetings (on Teams) raising any concerns and implementing agreed procedures.
- Orders stationary and other resources for the team and distributes as required.
- Ensures daily supplies of consumable items required (milk, tea, coffee, hand-wash etc). Liaises with office cleaner(s) and Office and Database Manager as necessary.
- Records and forwards invoices to Finance team for payment.

General:

- Devises and maintains rota of office attendance.
- Assists with diary management and room bookings for supervisions, appraisals and other meetings.
- Database management -assists team IAPTus data entry and other management information processes.
- Assists with the organisation of team and client/family events.
- Provides reports and undertakes basic research (Google, telephone calls etc) for senior staff as required.
- Undertake various administrative duties for clinical management team.

Staffing & Recruitment:

- Assists senior staff with recruitment and selection processes: organises interviews, copies paperwork, checks ID, arranges and participates in onsite induction processes, orders equipment/IT supplies via Database and Office Manager (London). Refers any concerns to HR Advisor or Clinical Administrator (London) as necessary.

Plus any other duties relevant commensurate to this role

**CONFIDENTIALITY**:
Attention is drawn to the confidentiality aspects of this post. Matters of a confidential nature, including information relating to clients or staff must not under any circumstances be divulged to any unauthorised person.
- This job description will be reviewed as necessary to meet the needs of the service on no less than an annual basis in consultation with the post holder._

PERSON SPECIFICATION
- Qualifications:_
- Recognised qualification in IT & Administration
- Good passes in English and Maths at GCSE (minimum)

**Experience**:

- Reception or other front-line office experience
- Worked within a charity or similar agency (preferable but not essential)
- Worked with confidential and sensitive data.
- Record management and database experience

**Skills and abilities**:

- Strong computer skills, including use of Microsoft Word and Excel
- Excellent communication skills and confident telephone manner
- Excellent interpersonal skills
- Able to work within a team and be self-motivating
- Able to work sensitively with confidential material
- Very good organizational and time management skills
- Able to prioritise/organize a busy and varied workload to meet work deadlines

**Personal qualities**:

- Respectful, non-judgemental and empathic towards clients/colleagues
- Demonstrates good listening skills
- Respects confidentiality and boundaries
- Sense of responsibility and commitment to organisational excellence
- Pro-active, focussed and organised attitude at work

Able to reliably commit to working from 8.45am each day

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

**Salary**: £11,000.00-£12,000.00 per year

**Benefits**:

- Company pension
- Flexitime

Schedule:

- Flexitime
- Monday to Friday
- No weekends

Work Location: In person

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