Systems and Service Administrator

2 weeks ago

Nottingham, United Kingdom Nottingham Mencap Full time

**JOB DESCRIPTION**

**Job title**: Systems and Service Administrator

**Hours**: Part time, between 16 - 37hrs per week (job share possible) start and finish times negotiable but generally between the hours of 08:30 - 16:30

**Salary**:£10.93 per hour

**Main purpose of job**:
To support the administrative tasks of the organisation as part of the small admin team. Tasks will include answering the phone and updating our CRM systems, ensuring paperwork is up-to-date and people are supported to access the correct service with the correct information.

To enhance collaborative working across the organisation and ensure that
administrative functions are suitably prioritised and responsive to our needs.

**Relationships**:
a) Responsible to: Services and Development Manager

b) Liaison with: Admin team/ Short Breaks and Befriending team, Lifestyle Choices team and senior management

**Location**:
Harpenden House in Sherwood. This will be changing to Clarence Street in Sneinton at the end of 2023.

**Main tasks of job**:
1. Follow office procedures and processes to ensure efficient day-to-day running of the organisation

2. Ensure a culture whereby service users, visitors and students receive a welcoming and friendly reception.

3. Ensure that the phone is answered promptly and in a supportive, friendly manner.

4. Understand the organisation and the support it offers to ensure that people are supported on the phone, with emphasis on minimising the need for call backs.

5. Update and maintain the organisational CRM IT system. Update records as necessary, and that all contacts are entered.

6. Support a positive client journey; including initial enquiry, providing information on our services and taking details of the referral to ensure smooth transition into their chosen service.

7. Care plans and financial documents to be entered onto our CRM as needed. Data to be entered in the right location and to a high standard of accuracy.

8. Maintain contact with families and carers to ensure that care plans are up-to-date and changes are noted.

9. Be a positive, welcoming first point of contact for those contacting the organisation.

10. Liaise closely with colleagues to ensure that priorities are met. Be able to manage multiple tasks and re-prioritise when needed.

11. Book service users onto the registers and liaise with parents are carers of prospective clients onto ‘taster’ sessions.

12. Associated administrative tasks for evening and weekend groups such as completing registers, staff rotas, logging staff absences and sending out planners to families and creating registers from their responses.

13. Proactive support to colleagues to ensure tasks are completed accurately and within a timely manner.

14. Embrace a culture of flexibility, change and improvement. Maintain a focus on both current and future needs within the role and the organisation.

15. Participation in relevant activities and meetings across the organisation and to act as a proactive member of the team.

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation. This draft job description will be reviewed and amended, as appropriate, with a full review six months after adoption.

**Person Specification -**

**Systems and Service Administrator**
- **Qualifications/Education**_

Relevant qualifications or equivalent knowledge gained through work-based experience. **Essential**

Appropriate level of English and Maths. Typically, GCSE or similar. **Essential**
- **Experience**_

Relevant experience of working with children and adults with a Learning Disability. **Desirable**

Evidence of delivering positive change and understands the need for continual improvement. **Essential**
- **Knowledge**_

Knowledge of person-centred support for those with a Learning Disability or Autism. **Desirable**

A clear understanding of equal opportunities and anti-discriminatory practice. **Essential**
- **Skills**_

Excellent interpersonal skills and ability to relate to people at all levels. Essential

Able to use a variety of IT systems, working to a high degree of accuracy and in a timely manner. **Essential**

Able to work in a busy environment with multiple priorities. **Essential**

Clear and concise communicator. **Essential**
- **Personal Attributes**_

Demonstrates empathy and understanding towards others. **Essential**

Demonstrates the ability to act autonomously and seek support when required. **Essential**

Take account of your own and others’ roles and responsibilities in carrying out and evaluating tasks. **Essential**

Commitment to the aims of Nottingham Mencap. **Essential**

Demonstrates flexibility and willingness to adapt to new practices **Essential**
- **Other**_

Willing to undertake further training as required and to personally develop new skills and understanding. **Essential**

*

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