Programme Administrator

4 weeks ago


Gateshead, United Kingdom Your Voice Counts Full time

**Main Responsibilities**:
2. To support management of the YVC inbox.

3. To provide a welcoming, friendly and professional reception service, considerate to client group and professionals alike (dependent on service need following the easing of Covid 19 restrictions).

4. To report, update and monitor data for both the Advocacy and Communities Services.

5. To provide project specific administrative support to our Communities Team.

6. To provide administrative support to our Quality Framework for both the Communities and Advocacy Teams.

7. To process statutory and case advocacy referrals, client contact forms and risk information, including uploading to our database (CharityLog), including liaising with professionals to ensure complete and accurate information is captured.

8. To seek information from professionals by phone in order to support the management of our advocacy waiting list and to support our Relevant Person’s Representative (RPR) Advocates.

9. To support the allocation of Advocacy referrals.

10. To allocate RPR referrals and monitor Deprivation of Liberty Safeguards (DoLS) expiry dates, seeking updates where expiry dates have passed.

11. To provide administrative support to our NHS ICA (Independent Complaints Advocacy) service.

12. To organise Care and Treatment Review meetings (CTRs) and complete associated administrative tasks.

13. To support the Communities Team activities including sending out invitations and updating the activities timetable.

14. To create and monitor documentation including production of documents in easy read format.

15. To create surveys and collate findings.

16. To provide administrative support and minute taking for board and committee meetings.

17. To provide administrative support and minute taking for team meetings.

18. To support the Programme Administration Team Leader in projects such as data reviews and client record audits.

19. To contribute to process development and continual improvement within the Administration Team.

20. To support staff recruitment, induction and maintenance of staff records.

21. To support annual leave recording and management.

22. Operations support including equipment monitoring and basic building maintenance and coordination.

23. Basic Finance support including petty cash, purchasing, staff expenses reporting, spot purchase reports and mobile phone contracts.

24. To support staff with IT and equipment queries, escalating where appropriate.

25. To take part in some client-facing work, this may include supporting our drop-ins or self-advocacy groups, or our admin volunteers with learning disabilities.

26. To complete any other office administrative tasks (e.g. uploading documents, printing, scanning, photocopying, processing post, typing letters, arranging travel) as required

**Person Specification**:
The Administration Team supports a wide range of services and operations and we work in challenging, changing circumstances with a very vulnerable client group.

Just as our values are key to our ways of working, attitude is key to our staff team.

We are looking for someone who is responsive and considerate to individual circumstances and needs.

We are looking for someone who is keen to learn and develop a range of knowledge that covers administrative tasks, our services and our client group.

We are looking for someone who understands the value and importance of high quality administrative support and who will make a positive contribution to the culture and development of the Administration Team.

We are looking for someone who is able to pay good attention to detail and to manage their workload well in order to cover a range of tasks and to meet deadlines. We are looking for someone who enjoys working closely with others and is able to identify and meet a variety of support needs.

The person we’re looking for will:

- Be comfortable communicating with people with learning disabilities and mental health issues (experience of this is desirable but not essential)
- Work well in a team, supporting others and asking for help where needed
- Be committed to the values of Your Voice Counts and seeks to reflect on their own practices and personal development.
- Have a desire to learn and develop knowledge and acts positively on feedback.
- Have excellent attention to detail, and is able to follow processes and ensure high quality of data and record keeping
- Be highly organised with an ability to handle a busy workload and prioritise effectively
- Be able to identify problems quickly and always seeks solutions.
- Take initiative and always look for ways to improve systems and processes
- Have strong IT skills and experience using databases and Microsoft Office
- Be able to support others to use the Microsoft suite effectively and with basic IT problem solving (desirable)
- Be friendly, approachable and non-judgemental

**How to apply**

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

**Salary**: £21,000.00 per year

**Benefits



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