Information and Administration Support Officer

2 weeks ago

Belfast, United Kingdom St Vincent De Paul Full time

**Society of St Vincent de Paul JOB DESCRIPTION**

**Job Title**:Information and Administration Support Officer

**Reports To**:Regional Manager **Location: North **Regional Office - Belfast

**1. PURPOSE OF THE JOB**

**2. ENVIRONMENT OF THE JOB**
The SVP is a large, national, voluntary organisation with extensive experience of working with a diverse range of people who experience poverty and exclusion. Through its network of over 12,000 volunteers and 800 staff, it is strongly committed to working for social justice and advocates the creation of a more just and caring society. SVP employs people to support volunteers in a variety of settings including housing and hostels, community care, shops, administration and other specialist areas.

The Society is Christian based with a strong sense of Gospel values. The founder of the Society, Blessed Frederic Ozanam’s legacy of spirituality remains a key element for volunteer members of the Society and underpins the conduct of conference meetings. It can often therefore be normal practice within the Society that prayers are said at the beginning and end of Conference meetings or at meetings where members are in attendance as this underpins the ethos of the Society. There is no requirement for staff members to actively participate in the saying of prayers but to respect the ethos of the Society and be aware that this practice may occur.

The role is based in the Regional office in Belfast. Given the diverse nature and size of the Society there is a requirement for the job holder to be flexible in their approach to ensure the needs of the organisation are met. There will be a need to assign additional /alternative tasks or duties dependent on the needs of the region and will be within the job holder’s capabilities.

**3. GUIDANCE AND AUTHORITY**
The job holder will report to the Regional Manager,

The Regional Office performs the function of an administrative centre to support the core work of the Society. The prime purpose of the Regional office is to support and enable the core work of

Regional and Area Presidents and through them our Conferences and members.

**4. PRINCIPAL ACCOUNTABILITIES**

**1. Assisting those in need Complete assistance requests by taking as much information as possible and inputting same into CRM.**
- Forwarding assistance requests to relevant Conferences as per established procedure.
- Making of emergency calls to Conference Presidents on behalf of clients as required.
- Making calls to other third parties as necessary.

**2. CRM Database Management Responsible for ensuring the accuracy and completeness of data held on the CRM - including the correct assigning of clients to Conferences.**
- Responsible for setting up and maintaining member access.
- Thorough data cleansing to ensure maximum accuracy of system at all times

**3. Reporting & Statistics Maintain a record of callers thru CRM system**
- Prepare the assistance data for forwarding to National
- Office and forward same.
- Prepare reports for Regional manager as required.

**4. Data Protection Ensure the recording, storage and distribution of client information is in accordance with SVP’s data protection policy.**

**5. General administrative duties **Providing comprehensive administrative support to the regional manager and other members of the team completing essential operational and organisational tasks as needed. This may include finance, operations and HR admin as required.

**6. Additional /Alternative duties **To undertake other duties appropriate to the post which may evolve as the role progresses and until such time as this job description is reviewed/updated.

**5. OTHER INFORMATION**
In addition to the duties and responsibilities listed above, the job holder may be required from time to time to perform other duties as deemed reasonable and necessary by the employer. The job holder may also be required from time to time to work or attend training/meetings at another location. As much notice as is reasonably practicable will be given of any such change.

The Society reserves the right to review and update this job description dependent on the needs of the organisation

This post will be operating in a dynamic and changing environment, and has been developed as part of a wider re-organisation of our regions, services and functions.

Acceptance of the dynamic of a complex, national, membership organisation and an understanding of how this both contributes to and constrains the work of the society is imperative.

**6. EDUCATION, KNOWLEDGE, EXPERIENCE AND SKILLS TO UNDERTAKE THE ROLE AT A**
**FULLY ACCEPTABLE LEVEL**

**EDUCATION**
- Job Holder should be educated to A Level standard, however an office administration / secretarial or computer course would be beneficial.

**KNOWLEDGE**
- Knowledge of the Society and of its mission and values.

**EXPERIENCE**
- experience of handling a diverse range of callers by phone.
- At least two years’ experience in providing varie

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