Administrator

4 weeks ago

Abingdon, United Kingdom Age UK Oxfordshire Full time

**About Us**:
We're a local independent charity working in the community to support older people, their families and carers. We want everyone to be able to love later life.

**How we are funded**:
We rely on your support to keep serving the community. We are supported by donations from the public and some charitable grants.

**What we stand for: Enabling older people across the county to love later life**:
Age UK Oxfordshire is an independent local charity. We have over 160 dedicated staff and over 235 volunteers helping us to deliver services and activities for older people in Oxfordshire.

**Our mission**:
**We work within communities to support older people to stay independent and live life to the full**:
**Our vision**:
**We are working for a world where those we serve are loving life**:
**Our values**:
**Our values**:

- Caring
- Listening and amplifying people’s voices
- Enabling and empowering by working alongside people to identify solutions
- Passionate for better
- Collaborative**Position**:
Caring is such an important part of life. No matter what race, religion or society, caring will cross most of our paths at some point.

Whether caring for a disabled child, partner, parent or even a friend, carers unselfishly dedicate themselves to enable that loved one to get the most out of life. Carers face new challenges every day, but they cannot do this alone. Carers Oxfordshire supports these special people in our society to look after their own needs and wellbeing, to feel less lonely and more able to cope. Our aim is to help them to look after themselves by providing specialist support from somebody who genuinely cares about caring for carers.

The team’s Administrator is responsible for providing full administrative support to both the Head of Department and the Carers Oxfordshire staff to ensure the smooth running of the service. This will involve liaising with managers and team members to create and maintain efficient administrative processes, plus accurate and timely recording of information on the service database systems.

**Hours;** Part time, 28 hours a week

**Salary;** £9.50 (rising to £10.45 from 1st April 2023)

**Benefits**:

- Working from Home and Flexible working
- Free on-site parking
- Pension scheme
- 25 days holiday, plus Bank Holidays. Increasing to 30 days after 5 years continuous service
- Charity paid cash health plan
- Cycle to work scheme
- Charity sick pay

**Main Duties**:
1. Supporting Triage Co-ordinator with referral process to the Carers Support Service team.

2. Accurately and efficiently recording referrals and other data onto the service systems and databases, making robust checks before creating new records to avoid duplication.

3. Be responsible for and process and record, requests for the Carer Photo ID offer.

4. Type up letters, reports and meeting notes, ensuring all documents are prepared to a high standard as needed.

5. Book internal and external meeting rooms and attend and document team meetings as requested and assist in the preparation of information/papers for the meeting.

6. Assist with incoming and outgoing post for the team.

7. Assist in the preparation and distribution of marketing materials and Carer Packs for the service.

8. Maintain the ‘Care Matters’ newsletter mailing list and update service systems with data changes as appropriate.

9. Be responsible for preparation and recording of Max Cards sent out to Parent Carers.

**Additional Duties**:
1. Work in accordance with the Charity’s policies and procedures.

2. Take a pro-active approach to personal learning and development.

3. Attend team meetings, full staff meetings and other line management and training activities as appropriate.

4. Undertake additional duties as required and commensurate within the post.

**Requirements**:
**Administrator - Person Specification**

**Qualifications/education/training**

**Essential Requirements**

3+ O Levels/GCSE/CSE or equivalent; Grades A-C including Maths and English

**Relevant experience**

**Essential Requirements**
- Significant experience in administration
- Excellent computer skills including Microsoft Excel, Word and Outlook
- Experience in using database systems to search for information and to create and update records
- Working within a team

**Desirable**
- Experience of working in the voluntary sector
- Experience in a customer service environment

**Relevant Knowledge/Skills**

**Essential Requirements**
- Excellent oral and written communication skills
- A welcoming and friendly manner
- High Level of accuracy
- Strong appreciation of customer interaction

**Personal Attributes**
- The ability to:
Ø Work to deadlines

Ø Prioritise & work well under pressure

Ø Work on own initiative and as part of a team

Ø Deal appropriately with sensitive and confidential matters

Ø Enjoy working with a wide section of the community

Ø Work independently in the office and home environment

Ø Be versatile in your approach to work

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