Administrator

5 months ago

Dorking, United Kingdom The Amber Foundation - Charity number 1051388 Full time

The safe recruitment of staff in Amber is the first step to safeguarding and promoting the welfare of children and young people in our care. Amber is committed to safeguarding and promoting the welfare of all children and young people in its care. As an employer, Amber expects all staff and volunteers to share this commitment.

**Job Title - Administrator**

**Responsible to - Service Manager**

**This role is located in Ockley, Surrey (RH5 5NG)**

**30 hours per week, Monday to Friday, 0900 - 1500 (start/finish times can be flexible)**

**Summary of Position**

As Administrator you will be the first point of call for everyone visiting Amber. You must be able to communicate well with people from all walks of life and be able to operate in a busy office environment.

**Primary Responsibilities, Tasks and Duties**
- Creates a positive first impression and experience for all who visit or contact our organisation.
- To meet and greet young people who may be accessing the service as potential service users and existing service users, families, professionals and other services, organisations and visitors.
- To ensure that every guest or visitor is signed in and out of the Centre to ensure health and safety and fire management compliance.
- To support young people with the completion of their Housing Benefit and DWP claims.
- To set up files for each young person who joins the service and to close these down when they leave.
- To update the young person’s’ file and records with any action taken.
- To collect weekly service charges from the service users and keep their Team Leader, Centre Manager and Senior Team Leader informed of any debts or non-payment.
- To monitor Housing Benefit and ensure The Amber Foundation are receiving the correct monies
- To input and maintain our internal database, and produce reports for the Centre Manager, Accounts Department or others as and when required.
- To manage the centre’s petty cash and ensure that internal policies and procedures are followed by recipients of funds.
- To process payment of invoices and other payments as required.
- Ordering of resident medication.
- Managing resident money requests including the rent deposit scheme
- Pro-actively maintains office supplies and equipment and places orders of these as and when required (e.g. paper and toner).
- Greets callers in a pleasant manner and provides clear and accurate information over the phone; directs them to proper location/person and takes clear written messages.
- Assists with all general administrative tasks
- Prepares outgoing post, sorts and distributes incoming post
- To disseminate information to other colleagues and staff as required, including producing, duplicating and distribution of materials
- Maintains an active knowledge of the need, interests, goals and progress of all served; make connections to the young people, programme and resources they need
- Take responsibility for problems and follow the proper processes to ensure positive outcomes
- Supports a clean, safe and organised environment for all.
- Upholds the organizational standards for delivering the best quality programs and services to young people in crisis.
- Actively communicates the excellent work of the The Amber Foundation in the community
- Builds strong relationships with our service users, colleagues and other professional agencies and services at all times.
- Uses proper and positive interpersonal skills in all interactions
- To ensure that all staff are made aware of any changes / updates in policy and that the Amber Policies and Procedures Manual is updated locally at the Centre.
- Goes “above and beyond” in service to all every day
- Produces weekly and monthly reports for Finance including Petty Cash reconciliations, DWP sheets, IOU Savings spreadsheets, any credit card receipts/ delivery notes/ CAPEX forms etc.
- Process and file documentation including vehicle documents, birth certificates etc.
- Ensure access to systems and spreadsheets is controlled /maintained and that confidentiality is adhered to.
- Any other duties as required.

**Essential Experience**

Proficient in the use of IT including outlook, excel, and word

Basic accountancy skills

Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

Excellent verbal and written skills to provide clear and concise information to visitors and callers.

Must be able to handle more than one thing at a time.

Excellent customer service skills

Experience of working within the charity sector and/or supported accommodation.

**Skills/Knowledge**

Friendly and personable demeanour with an excellent telephone manner

Basic accountancy skills

Strives to meet or exceed goals and deliver a high-value experience for members.

Makes sound decisions based on input from others, data, and feedback.

Knowledge of the welfare system including housing benefit claims and D

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