Office Administrator Assistant

Encompass Southwest is a registered charity working across Northern Devon, supporting people who are homeless or at risk of homelessness. We deliver high quality projects supporting people at their most vulnerable time. Our projects include:

- Housing & Homelessness services
- Gender specific support
- Flow Projects
- Core projects

The aim of the role is to deliver high quality administrative support within a busy office environment. The role will be responsible for the day to day admin support to ensure the office is run smoothly and effectively. Applicants should possess excellent communication skills and have a working knowledge of all aspects of Microsoft Office (Word, Excel, Access, Outlook etc).

You will need to be well organised, with the ability to diarise and follow up matters to see them through to completion. You will also need to appreciate the confidentiality and professionalism that the role requires.

**Main Duties**

**General Duties include**:

- Answering all telephone queries which come into the office and signposting to the right people or service.
- Dealing with all internal and external post.
- Scanning documents and uploading them onto our case management system.
- Oversee all staff calendars and update as required.
- To update Answer Connect for all out of hours support.
- Support the HR administration with all new recruitment.
- Order and maintain all office supplies such as printer cartridges, paper etc
- Prepare letters and documents as necessary.
- Providing administrative support to the CEO as and when required.

**Communications**
- To be able to communicate respectfully and compassionately with clients
- To be able to communicate well with partner agencies and colleagues.
- To be able to produce coherent verbal and written reports and case notes.

**Working Relationships**
- To behave in such a way as to build positive working relationships between clients and staff across Northern Devon.
- To build effective working relationships between the staff and clients of Encompass and other partner agencies.
- To build working relationships within the local community.

**Strategic and Service Responsibilities**
- To participate in the promotion of a trauma informed, nurturing and empowering environment.
- To participate in the promotion of a positive environment and to act as a role model to service users at all times.

**Financial**
- To demonstrate good stewardship by retaining receipts for any purchases made via petty cash and adhering to petty cash systems
- To produce a monthly evidenced expenses form
- To participate in ensuring effective use of resources, and to avoid unnecessary spending

**GENERIC DUTIES FOR ALL STAFF**

**Diversity and rights**
- Promote equality, diversity and rights at all times
- Treat others with dignity and respect at all times
- To raise with management any concerns related to the promotion of the diversity and rights of service users or peers

**Confidentiality**
- To maintain confidentiality at all times
- To not disclose any information regarding service users or their children obtained during the course of employment
- Failure to adhere to this will be regarded as serious misconduct and may lead to disciplinary action
- To ensure safe storage of service user information
- The GDPR Data Protection Act may render an individual liable for prosecution in the event of unauthorised disclosure of information

**Policies and procedures**
- To be familiar with and to comply with Encompass policies and procedures
- Failure to adhere to this will be regarded as serious misconduct and may lead to disciplinary action.

**Safeguarding children**
- Some of the people we work with have children, and all staff have a responsibility and duty of care to ensure the safety and protection of children. It is the postholder’s responsibility to report any safeguarding concerns to the designated Safeguarding Officer and follow procedure.
- It is the responsibility of all staff to be aware of and to comply with Encompass’s Safeguarding policy. All staff are expected to act in accordance with the practice and principles outlined in this policy. Safeguarding is everyone’s business
- Failure to adhere to this will be regarded as serious misconduct and may lead to disciplinary action.

**Risk Management and Health and Safety**
- Support the Operations Manager in promoting a risk management culture within the working environment, ensuring participation and involvement when requested
- Identify potential risks that may impact on the ability of Encompass to achieve its objectives and report concerns to the Operations Manager.
- Health and Safety is the responsibility of all staff and the post holder is required to take due care at work, report any accidents or untoward occurrences and comply with the Encompass Health and Safety Policy.

**Training and Development**
- Attend mandatory training updates as required.
- Undertake training as necessary in line with the developme