Senior Service Administrator

2 days ago

Birkenhead, United Kingdom Brook Young People Full time

Hours: 30 hours
Contract: Permanent
Location: Wirral

**Job summary**
Provide operational and administrative support to the local management team across the cluster to enable the smooth and safe operation of the services on a day-to-day basis.

**Key responsibilities**:

- Provide an efficient, professional and comprehensive administrative service to Brook.
- Supervise the administrative and/or reception staff within the service cluster.
- Support budget monitoring and allocation via nominal coding system, payment of invoices, petty cash allocation, recording and reporting to the Finance team, and provide administrative support in providing monthly payroll information and facilitating invoicing.
- Producing and maintaining records of fixed asset management.
- Liaising with internal and external stakeholders/partners on behalf of the local Manager and the services within their remit.
- Providing administrative support to the local Management team including the production of tender responses, reports, documents and presentations when required and handling confidential data.
- Undertaking minute taking in a full range of meetings as required by the local management teams including staff grievances, disciplinary hearings, etc.
- Oversee day to day administrative support for services, collating and monitoring sickness, annual leave and TOIL as required.
- Support local Management Team with facilities management ensuring the security and facilities are well maintained.
- Ensure a healthy and safe working environment for clients and staff in all areas of service delivery, undertaking risk assessments as needed.
- Oversee administrative support for recruitment processes and staffing changes in conjunction with the People &Organisational Development team.
- Support the timely collation and presentation of all reporting for internal meetings and external partners including contract delivery, performance monitoring and quality reporting standards across the relevant services and attend commissioner meetings where necessary.
- Support effective implementation of Brook’s policies and procedures within the service cluster.
- Provide support in monitoring quality assurance in the services by supporting the team to review the service against current quality standards, looking at and documenting evidence based information to meet the quality criteria.
- Provide project support to the Service Manager on discreet projects relating to Brook’s aims and objectives, as required.
- With direction from the Nurse or Service Manager order appropriate levels of drugs for treatment.
- Generate documents to a high standard from multiple sources, and able to compose own correspondence to a clear brief.
- Organise formal and informal meetings and events, making all appropriate arrangements including booking suitable venues / rooms, catering, audio visual aids. Producing agendas, taking minutes to a high standard and in a timely manner following the prescribed corporate format and ensuring actions are progressed. Liaising with external providers and ensuring that all information is available in an appropriate and timely manner.
- Maintain systems for circulating papers, reports, etc.
- Assist in the collection, collation and presentation of information as required by the team. Modify, structure, maintain and present data and information accurately and completely using agreed systems and formats consistent with legislation, policies and procedures within appropriate timescales.
- Contribute to other internal audits and reviews as required by the team.
- Support new staff induction together with the identification and support of their training requirements and demonstrating own duties to less experienced staff.
- Facilitate a supportive learning environment that enables all members of the administration team to develop.
- Any day to day administration required for the smooth running of the front line services.
- Implement Brook policies and comment on departmental procedures and guidelines.
- Recognise and accept responsibility for own personal development. Fully participate in Brook’s appraisal system and personal development planning process on a regular basis.
- Assist in the recruitment and support of volunteers
- Attend internal staff and supervision meetings to inform and support training and to keep up to date with developments in relevant fields.
- Recognise the effective utilisation of all appropriate development resources and opportunities, undertaking training where required.
- Comply with Brook’s standards of information governance, data security and protection, and documented systems and procedures.
- Work within the policy framework of Brook including code of conduct, maintaining confidentiality and safeguarding of young people.
- To perform other required duties commensurate with the terms and conditions of the post as required.

**Experience &** **Skills and Abilities**:

- Proven track record in providing confidentia

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