Business Administrator

**job description and person specification**

**Job title**: Business Administrator

**Responsible to**: Safeguarding, Health & Safety Director

**Location**: Worthing

**Salary range**: £23, 400- £26,000 pa, pro rata for part-time

**Holiday entitlement**: 22 days pa, pro rata for part-time, plus Bank Holidays

**Hours**: Full and part time hours available

**Contract**: 1 year with potential to extend

**about asphaleia**

asphaleia started with four staff all sharing a passion for meeting the needs of children and young people and a willingness to take a risk

From those beginnings, asphaleia now comprises a limited company and a registered international charity. These operate as four ventures. We use the word venture because it carries the sense of adventure that has led us on our unique and fascinating journey. The three different ventures sitting within the company are; care, fostering and training. asphaleia action, our charity has been pioneering new projects to meet ever increasing needs of young people both in the UK and internationally for almost 20 years.

**our mission**

The asphaleia mission is simple - **to impact as many lives of children and young people who have experienced disadvantage as we can**. We believe it is a simple, but very powerful mission that drives forward every aspect of our delivery and ensures we place children and young people at the heart of everything we do.

**our values**

Our values are summed up by three simple principles and these, when in action, create the asphaleia way of doing things.
- When working with children and young people, other professionals or colleagues we believe service and co-operation can only begin to be achieved to a high standard by **considering the world of others**.
- However, we believe it is not enough to solely believe the world of others matters - this is only a starting place. The asphaleia group believe in **demonstrating our value** of those we deliver services to, those who pay for our services and those we work with in every possible way.
- Finally, we believe we should **aim to do everything well**. We realise excellence is a journey and not a finitely achievable thing. Therefore even when we have done something well we should then aim to do it even better

**what we can offer you**
- We are proud to be an Investor in People.
- We are committed to ongoing personal development for all staff.
- Joining a pension scheme.
- Cycle-to-work scheme.
- We have a social committee led by staff who organise socials for all asphaleia employees.

**about the role**

As Administrator you will provide daily support, communication and administration practices to ensure the Service Manager is resourced to maintain a high standard of service, the service is operating safely to facilitate care services delivery.
- **Safeguarding responsibilities**:_Regulated position_

**Key Responsibilities**

**Delivery**
- Reception and phone duties including picking up and distributing answer phone messages to the care services team.
- Mail handling, including ensuring mail is passed across sites in a timely manner.
- Manage hard copy filing of signed documentation for the services.
- Support with management of electronic documentation requests to Local authorities: such as compliance, quarterly monitoring requests
- Print, laminate and circulate health and safety notices for service properties.
- Support the Service Manager and H&S Director coordinate faults, maintenance responses for properties.
- Coordinate administration of young people rewards and certification processes with Service Manager.
- Support the Service Manager and HR Director with care service Workforce plan: managing information related to leave, absence, staff rota, training - induction, appraisals, PDP, development days.
- Managing bookings of activities/venues as required
- Coordinate and support with Service Manager service calendar and Service Managers diary.
- Maintain appropriate stock levels of utility supplies for the centre e.g. bathroom, kitchen and cleaning essentials
- Support Service Manager with service administration as directed.
- Provide administration support to leadership team as directed.

**Quality and Development**
- Implement asphaleia values.
- Support Service Manager with Local authority quarterly monitoring practices: scheduling complete and timely responses, KPI information gathering.
- Support the Service Manager with Ofsted: communication, notifications tracking, standards implementation.
- Administrate Children/young people (CYP) feedback practices with Service Manager: newly accommodated CYP, leavers, scheduled CYP feedback, presentation of feedback/action for CYP and Leadership team, Support Service Manager with CYP file oversight: monitoring, auditing, archiving.
- Check all forms and documentation are completed fully and signed as needed.
- Identify and follow up any discrepancies in CYP records with relevant staff.
- Record data and information as per le