Administrator

2 weeks ago

Stirling, United Kingdom COSCA (Counselling & Psychotherapy in Scotland) Full time

**COSCA (Counselling & Psychotherapy in Scotland)**

**Administrator**

SALARY: £25,563 - £26,130 (SJC 21-22 pts)

RESPONSIBLE TO: Chief Executive

HOURS: Full time (35 hours per week)

ANNUAL LEAVE: 25 days plus 9 public holidays per annum

PENSION: 6% of salary contributed by COSCA to pension

BASED AT: COSCA’s office in Stirling.

POST PROFILE

**JOB PURPOSE**:
The Administrator, based in the COSCA office in Stirling, is responsible for the general secretarial, administrative and membership work of the organisation and ensuring the smooth running and operation of office systems and procedures.

**MAIN AREAS OF RESPONSIBILITIES**

The Administrator’s responsibilities include:

- providing effective secretarial, administrative and membership services
- ensuring the smooth running and operation of office systems and procedures
- assisting with health and safety and GDPR procedures
- maintaining confidentiality where appropriate

**Specific Areas of Responsibility**

The Administrator will:

- carry out general office duties e.g., photocopying, bulk mailings, e
- shots, phone answering and mail duties, maintaining stationery supplies and office equipment, filing, operating the petty cash system, shredding, checking payments, maintaining cleaning materials and catering supplies, attending to the security of the office premises and personal data when appropriate, backing up databases and all relevant documents etc.
- prepare written materials, including the design of leaflets, documents, minutes and/or reports of meetings etc.
- maintain central hard copy and digital filing systems, and maintain and develop COSCA’s databases and directories including: membership; the COSCA Register of Counsellors and Psychotherapists, accredited trainers; supervisors; COSCA validated courses; Recognition Scheme; and member organisations
- manage and up-date COSCA’s main and other websites e.g. research website
- assist with the preparation, dissemination, development and up-dating, and stock control of COSCA’s training and promotional materials
- when required, enter student information onto course databases and issue course completion certificates to training providers
- assist with carrying out all relevant administration and preparation of course handbook orders for despatch
- provide administrative support for COSCA’s Board, Corporate Affairs

Group, standing policy groups, course and accreditation panels, committees and ad hoc groups
- provide the administrative support needed for the process of the accreditation of individual practitioners, trainers and the validation of courses.
- make booking, catering and administrative arrangements for meetings of COSCA’s Board, Annual General Meetings, meetings in the office, and other COSCA meetings and events
- assist with the preparation of Board papers, attend Board meetings and prepare and distribute draft minutes of Board meetings following approval by the Chief Executive
- assist in the organisation of COSCA conferences, seminars, and training events and attend and contribute to COSCA meetings and events as appropriate
- attend and contribute to COSCA staff meetings
- abide by the policies and procedures in the COSCA Staff Handbook and the COSCA Conditions of Service
- provide administrative support to the Chief Executive, Development

Officers, Course Validation Secretary and Bookkeeper as appropriate
- work closely with COSCA’s Assistant Administrator, Course Validation

Secretary and the Bookkeeper in carrying out their responsibilities
- assist with COSCA’s compliance with company and charitable legislation, regulations, and requirements, including OSCR, Companies

House, the Professional Standards Authority for Health and SocialCare and the Scottish Government
- undertake other duties appropriate to the grade as required

**Authority**:
**Accountability**:
The Administrator is accountable to the Chief Executive who is responsible for support, advice, supervision and annual appraisal. They are expected to have their annual work programme approved and to produce progress reports as requested.

**PERSON SPECIFICATION**

The Administrator will have the following skills, knowledge and experience:

- **Essential**_ **Criteria**
- an interest in counselling, psychotherapy, counselling skills and the work of COSCA
- a recognised qualification in business administration and/or office management or equivalent qualification
- European Computer Driving Licence certification or equivalent qualification
- a high level of written and verbal communication and organisational skills
- a high standard of computer and IT skills and knowledge
- proven experience of office management and systems and structures that will support office administration
- knowledge of health and safety legislation and GDPR
- the ability to work independently with the minimum of supervision and to use initiative where relevant
- the ability to work in a team setting with colleagues and to have

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