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Admin Assistant

3 months ago

Belfast, United Kingdom Colin Sure Start Full time

**INTERVIEW TO BE HELD ON THU 21ST MARCH 2024**

**SUMMARY OF ROLE**

Sure Start is a government health programme that provides a range of support services for parents and children under the age of four, who live in disadvantaged areas across Northern Ireland. It aims to support parents from pregnancy and to give children the best start in life. Colin Sure Start covers the wards of Colin Glen, Derriaghy, Kilwee, Poleglass and Twinbrook in outer west Belfast.

The Admin Assistant will provide quality reception and administrative support to Colin Sure Start. They will work as an integral member of the team and will be responsible for a wide range of administration tasks to assist in the efficient and effective provision of services within the organisation. They will also coordinate with different teams to process attendance data and input onto Colin Sure Start’s computer database system.

Key Responsibilities

1. Act as the first point of contact for the organisation, greeting visitors, dealing with all telephone enquiries from parents, health professionals, referral agents and various external agencies and take appropriate action in a timely manner or direct the query to a relevant member of staff.

2. Maintain a general knowledge of staff whereabouts using internal systems to effectively direct queries.

3. Ensure telephone messages are logged and forwarded to relevant member of staff.

4. Complete general referrals via telephone with new families and forward to the relevant team.

5. Distribute information, forms, PR and promotional materials to families where relevant.

6. Deliver an excellent level of customer service at all times.

7. Keep and maintain a welcoming, safe and hazard-free reception area.

**Administration Duties**

1. Efficiently handle, sort and distribute internal and external mail in a timely and efficient manner.

2. Manage electronic mail and forward to relevant team members where appropriate.

3. Develop, maintain and improve office administration and reception systems in collaboration with the Project Support Coordinator e.g. processes & procedures, contact databases, filing matrixes.

4. File Management of soft and hard copy documentation.

5. Collate activity data from satellite groups and the core team on a regular basis for inputting into the monitoring software Sure Start Go.

6. Input activity data on a daily/weekly basis onto Sure Start Go ensuring data input deadlines are met.

7. Complete data quality control and integrity checks, liaising with line management on any queries or discrepancies and actioning where agreed.

8. Produce various documentation using several software packages including letters, reports and templates.

9. To contribute to the development of appropriate resources (e.g. leaflets, Newsletters).

10. Provide administration and facilitation support for events, programmes and activities where requested by management.

11. Carry out general administration duties as required e.g. photocopying, filing, post

**General Duties**

1. Actively promote the work of Colin Sure Start through regular liaison and good communication within the team, the community, voluntary and statutory agencies.

2. To contribute to PR and marketing materials across the organisation.

3. Request/arrange maintenance for any equipment the role has responsibility for.

4. Comply with all Colin Sure Start policies, procedures, guidelines, protocols and codes of conduct.

5. Ensure confidentiality of information relating to children and their families is maintained at all times; by using accurate recording systems, adhering to all data protection, records management and confidentiality policies and procedures of the organisation.

6. Participate in supervision, appraisal and appropriate training where required.

7. To undertake any other relevant duties as considered appropriate by the Sure Start Coordinator or Management Committee.

**Job Type**: Part-time

**Salary**: £11.70 per hour

Expected hours: 25 per week

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday

Work Location: In person