Accommodation Services Administrator

4 months ago

London, United Kingdom Together for Mental Wellbeing Full time

**Job Title ** **Accommodation Services Administrator**

**Salary £ 18,180 **(22,726 pro quota)

**Location ** Hybrid - Walnut Tree Walk in Lambeth and remotely from home

**Hours ** Part time 30 hours per week

**Responsible To ** Regional Head of Operations South East and Cost

Occasional delegated responsibility for volunteers on placement
**Responsible For**:
**Job Purpose**

This key role provides administrative support, coordination, data collection, information management and reports across quality and performance. You will also provide administrative support to the Regional Heads of Operations, the Organisational Duty System and contribute to the organisation’s Quality Team.

**Key accountabilities**

**Administrative support**
- Work closely with the Regional Heads of Operations and Wellbeing and Development managers offering administrative support where needed
- Co-ordinate regular operational group meetings, including venue booking, keeping track of actions, circulating the agenda, taking minutes and scheduling.
- Co-ordinate regular quality meetings, including venue booking, keeping track of actions, circulating the agenda, taking minutes and scheduling.
- Support Heads of Departments regular meetings, managing the agenda and taking minutes.
- Collating and producing information for use by senior managers and trustees in Committee meetings, liaising with colleagues across all departments where necessary.
- Providing administrative support to the policy and procedure review cycle.
- Use of software to present information in various formats including graphs, flow charts and infographics, where required.
- Provide administrative support to the operations duty system (e.g., on call rota management, checks on the automatic number transfers).
- Where required, be first point of contact for complaints or compliments made by phone about Together services.
- Where required, provide ad-hoc support for other departments including inbox/query management.

**Administration and data management**
- Ensure that data for incident, accident and complaints review meetings are met, providing different formats of presentation including graphs, tables and where required, infographics.
- Carry out light computer drive-based filing and correspondence duties where required.
- Support operations manager with reminders of deadlines and collating data to be communicated to or from other department (e.g. Finance, Housing, HR, Training)
- Organise meetings including venue booking, catering, circulating agendas and producing minutes
- Provide support to the Health and Safety Manager, attending meetings, collating and providing data for use in reports to trustees.
- Keep up to date record of all services with key points of contacts and key details, review regularly and distribute to relevant staff.
- Support with the management of operational emergency on-call system.
- When required, provide ad-hoc support in data collating, and inbox management for

Together’s client management system.

**General**
- Work closely with a wide range of colleagues from Operations, Communications, HR,

Finance, Learning & Development. Be a point of contact for internal operations inquiries.
- Within own areas and activities and mindful of others, maintain a safe, healthy and secure working environment.
- Promote and maintain Together’s philosophy and policies in all areas of work Travel to

Together sites and other venues around the UK if required.

**Confidentiality**
- Information relating to people we work with must be treated in the strictest confidence and discussed with colleagues only with prior consent of the individual, unless in the case of risk
- Information relating to staff must be treated in the strictest confidence and discussed only with other senior staff or line manager.

This list is not exhaustive and amendments and additions may be required in line with future policy changes.

**Equal Opportunities Statement**

We acknowledge the unique contribution that all Together employees and service users can bring to our organisation in terms of their culture, race, gender, sexual orientation, gender reassignment, marital status, nationality, age, religion or belief and any physical disability or history of mental health or additional problems.

All appointments and promotions are based on merit and no job applicant or employee will be treated unfairly or discriminated against. All staff have equal access to staff development.

**Person Specifications (PS)**

**Competency Indicators Essential or**

**Desirable**

**Customer focussed **Able to communicate clearly with colleagues of E all levels, external contacts and service users

Responds efficiently and effectively to customer needs, and E is focussed on finding a solution

Completes standard letters, forms and records legibly and E without errors, showing a high standard of IT skill

Keeps accurate and complete records and handles data E appropriately according to legislatio

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