Relief Administrator

**Information**:
**Join our Business Support Team - the first point of contact for clients accessing counselling at the Tom Allan Centre in Central Glasgow. We are looking for an experienced administrator to support our clinical team in providing quality mental health support, reaching out and making a real difference to the lives of adults, children and families across Scotland.**:
By providing administrative support to our team you’ll make a big difference to the service we offer. Confident with Microsoft Office, you’ll have previous administrative experience and an understanding of financial processes. In return, you can look forward to ongoing training and development - not only so you can do a great job, but to help you build your career with us too.

There’s also a benefits package that includes an employer contributory pension.

**Main Function**:
To support the Business Support Manager and senior team ensuring efficiency in all administrative and clerical areas, within well defined procedures and under supervision.

**Main Duties**:
**Administrative Duties**
- Compilation and word processing of letters, memos, forms, documents, reports, leaflets, etc.
- Photocopying and ordering of stationery/requisites as required.
- To establish and efficiently maintain a filing system, ensuring that all filing is kept up-to-date.
- To draft and type, minutes, reports and letters as required by the team.
- To input data when required onto database.
- To open and sort mail and post the service’s mail.
- To deal with client queries appropriately.
- Responsibility for assisting with the recruiting, interviewing, supporting, training and managing volunteer admin.
- Counsellor support in terms of admin procedures and induction of new counsellors into the systems of administration.
- To manage the distribution of stock within the service and when required re-order stock through CrossReach’s recognised suppliers.
- To carry out administration for training courses, other events and the letting of rooms including collecting fees, as required.
- To allocate rooms for counselling, supervision, training etc.
- Any other duties which may reasonably fall within the parameters of the post.

**(Post may include) Financial/Statistical Duties**
- To process invoices timeously in line with CrossReach’s financial procedures.
- To manage petty cash.
- To accurately record income and expenditure as detailed in CrossReach’s financial procedures.
- To provide the Senior Project Worker and Deputy Manager with up-to-date information on the service’s income and expenditure.
- To complete monthly reconciliations and submit them within the agreed timescale.
- To process expenses in line with CrossReach’s procedures.
- To process donations as set out in CrossReach’s procedures.

**Reception Duties**
- To welcome clients and visitors to the Service.
- To answer the telephone dealing with callers courteously and efficiently and directing calls as appropriate.
- To provide reception service to clients and general trades, taking all phone calls to the Service, managing the appointment and cancellations system, telephone contact with other agencies, health care professionals and CrossReach Services.
- To provide callers with generic information on the work of the Service, directions to the service, etc.
- To ensure that any visitors to the Service are notified in advance of any planned fire drills.
- To assist in the handling and allocation of incoming mail.
- To receive and distribute papers, documents, and sort, stamp and post outgoing mail.

**Support and Supervision**
- Actively participate in line management supervision and appraisal.
- Attend and be involved in staff meetings.

**Personal**:
As we do our work in Christ’s name you must be respectful of our Christian Ethos and be able to work within it.

This post requires you to complete a Standard Disclosure and undertake the necessary vetting checks.

**Skills and Abilities**:
**Essential**:

- A warm and friendly manner, as well as a professional attitude, as the postholder will have contact with service users and other professionals in the field.
- Experience of working with financial information and a sound understanding of financial procedures as they relate to the job.
- Accurate typing skills.
- Ability to work on own initiative and work within agreed deadlines.
- Be able to communicate with staff at all levels of the organisation as well as people from external agencies.
- Good organisational skills.
- Willing to attend training courses as required.

**Desirable**:

- Previous experience of working in the caring profession, e.g. social work, health, education or voluntary sector.
- Knowledge of this service area.