HR Admin

**Part-Time: 15 hours per week**

**Hours: Monday 8:30am to 4pm, Friday 8:30am to 5pm**

**Overtime: Toil or payment in lieu (to be agreed in advance**)

**Reports to: Executive Assistant and Clinical Team**

**Purpose of the role**

To support ACT in HR procedures and provide an excellent service to our staff and volunteers. Ensuring that our HR processes are efficient and effective.

**Main responsibilities**:
**Administration**
- Answer phone calls and direct calls to appropriate parties or take messages;
- Greet clients and other visitors, and determine whether they should be given access to specific individuals;
- Monitor and process bookings for Initial Assessments
- Responsible for request initial assessment documents to client and send to assessors
- Responsible for closing files procedure: request closing summaries to counsellors and close files
- Take enquiries from potential customers, explaining the counselling service to them, book assessment appointments, send out confirmatory paperwork
- Create client files, ensuring counsellors have all the correct paperwork and information
- File and/or shred confidential papers
- Ensure an adequate supply of paper forms that are in regular use by counsellors and other staff, printing in batches where necessary
- Enter data on to the CRM system (Views), retrieving information from systems and update client files including all internal and external communications
- Ensure office equipment is fully charged and ready to be used by counsellors and staff at all times
- Order general office supplies as requested by the Executive Assistant
- Provide cover when office staff are absent and as and when needed by the service
- Any other general office tasks required by the Executive Assistant or the Clinical Director

**HR**:

- Responsibility for administering the recruitment and training process for volunteer therapists, conducting appropriate checks, including DBS checks and references
- Ensure that all paperwork and records for volunteer therapists is up to date and stored in line with data protection regulations
- Support the volunteer therapists and staff as required, for example in solving any issues in the recruitment process
- Coordinate interviews and inductions schedules and training
- Update volunteer therapists’ files including annual leave, training, DBS expiry, absences, and training requirements (agreements, agency reports)
- Support the Clinical team in liaising with training courses and external agencies
- Regularly update schedule and allocations and supervision groups
- Process allocations as and when required by the Clinical Team (Director and coordinator)

**Organisation**
- Participate in 1:1s, performance and development, compulsory training programme
- Attend and participate in service/team meetings
- Work within the framework of ACT’s policies and procedures
- Promote the values, behaviours and ethos of ACT
- Respond and report on safeguarding concerns in line with the ACT’s safeguarding policy and procedure
- Undertake any other reasonable duties as and when required

**Qualifications and requirements**
- Good standard of literacy and numeracy
- Competent, computer-literate typist
- Pleasant telephone manner
- DBS checked
- Knowledge and experience of using database and digital systems
- Knowledge of the local area that ACT serves is desirable
- Good knowledge of Word, Excel, Outlook and Zoom

**Competencies**
- Good communicator with staff and clients
- Self-motivated, ability to manage one’s own time, able to prioritise tasks
- Integrity - job requires being honest and ethical
- Discretion - job requires the ability to protect client and staff confidentiality
- Attention to detail - job requires being careful about detail and thorough in completing work tasks
- Dependability - job requires being reliable, responsible and dependable
- Co-operation - job requires being pleasant with others on the job and displaying a good natured, cooperative attitude
- Flexibility
- able to change pattern of work to provide cover when needed

**Interviews will be taking place from the week commencing 4th March.**

**Job Type**: Part-time

**Salary**: £9,360.00 per year

Expected hours: 15 per week

**Benefits**:

- Company pension

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Work authorisation:

- United Kingdom (required)

Ability to Commute:

- Bromley (required)

Work Location: In person