WorkPlace Leeds Recruitment Information SheetKey Terms and Conditions of Employment

Service WorkPlace Leeds

Post: Administrator

The administrator may be expected to work some hours outside of the usual 9.00 – 5.00pm working week as this service delivers some evening courses which the administrator may be occasionally be required to support.

Hours: Full time – 37 hours

Grade: Scale 4 – point 18 - 21

Salary Range: £17,333-£19,317

Location: Based at De Lacey House, Kirkstall,

Responsible to: WorkPlace Leeds Team Leader

Annual leave: 28 days + 8 Statutory Holidays

Pension: 3% contributory pension scheme

Probationary Period: All posts are subject to a six month probationary period

May 2016

Job Description 1

Administrator – WorkPlace LeedsIntroductionWorkplace-Leeds is a partnership between Leeds Mind, Community Links and Touchstone, funded by NHS Leeds to deliver a mental health employment service in Leeds. The WorkPlace Leeds Employment service is part of a city-wide employment strategy that aims to help people who have been affected by mental health problems to take the steps necessary to enter some form of employment or training. Workplace-Leeds is a partnership between Leeds Mind, Community Links and Touchstone, funded by NHS Leeds to deliver a mental health employment service in Leeds

Purpose of the Post Supporting and delivering key administrative tasks at Workplace Leeds Devising strategies to ensure the smooth and efficient administration of

service delivery for staff, clients, visitors and contractors. Recruiting and supporting admin/ reception volunteers to carry out core

admin /reception tasks.

Key duties and responsibilities1. Managing and staffing reception (telephone & face to face)2. Using appropriate computer programmes (e.g. word processing/ spreadsheets/

database etc) to create letters, reports, documents, statistical information, website

updating, input data as required3. Responsibility for ordering stationery and other supplies 4. Responsibility for the collation of service related statistics and data to

enable completion of the commissioners quarterly reports 5. Receive and field telephone calls to the service, dealing with routine

enquiries or direct to the appropriate member of staff6. Arrange and service meetings, incl booking and preparing meeting rooms,

using the electronic calendar) providing/arranging hospitality, taking minutes and distributing relevant paperwork

7. Administration of the petty cash system 8. Deal with all incoming and outgoing mail

Information Management1. Responsibility for notice-boards and any other promotional materials2. Input data on databases and spreadsheets to maintain and analyse this

data as required3. Keep records and file documents appropriately4. Effectively use, maintain and develop manual and electronic office systems

e.g. filing, document storage 5. Use of social media, including Twitter and Facebook, for promotion and

publicity

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Service 1. Supervise and support volunteers who help with reception duties (including

their training and development)2. Responsibility for Health and Safety administration at De Lacey House3. Make new clients and visitors aware of the Health and Safety procedure4. Monitor the general state of the building, notifying the Manager of any

maintenance needs and liaise with the building manager/contractors regarding any repairs or alterations to the building

5. Assist with Induction procedures for new members of staff, volunteers and clients.

6. Maintain good communication with colleagues, partner organisations and signposting agencies

7. Raise purchase invoices and inputting invoices onto the purchase ledger 8. Attend and contribute to team meetings and other meetings as required 9. Undertake any other reasonable duties as required to effect the smooth

running of the service

Service and Organisation Admin 1. Ensure that everyone who contacts us has a good quality, prompt,

welcoming and seamless experience 2. Assist with recruitment of Workplace Leeds admin/ reception volunteers in

line with Leeds Mind Volunteering framework 3. Support WorkPlace Leeds admin/reception volunteers, helping as

appropriate with their training and development and ensuring they have a good and productive experience at Leeds Mind

4. Participate in promotion of Leeds Mind, publicity of the service and organisation by attending appropriate events

5. Take a lead on and demonstrate customer care and ensure a high quality of delivery in all aspects of your work

6. Put into working practice the principles of confidentiality and boundaries in an office environment

Training & Development 1. Participate in 1:1s, performance management and development, staff

development and training, including Leeds Mind compulsory training programme.

2. Take responsibility for personal learning and development where appropriate and undertake training, both mandatory and optional, to increase knowledge, skills and awareness in line with identified targets and objectives.

Organisation 1. Promote the values, ethos and philosophy of Leeds Mind at all times 2. Be involved with wider organisation activities 3. Work within the framework of Leeds Mind’s policies and procedures at all

times 4. Exercise confidentiality as and when necessary and to comply with the Data

Protection Act

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It is Leeds Mind’s policy to make reasonable adjustments to enable workers with disabilities to undertake the above tasks

May 2016

Person SpecificationAdministrator – WorkPlace Leeds

Essential/Desirable Qualifications1. Relevant IT qualification e.g. CLAIT, ECDL E

Experience of:1. Minimum of 2 years’ experience of working in an office

E2. Providing effective and efficient administrative support to a team with

Evarying needs and demands E

3. Reception and telephone workE

4. Establishing and managing administrative systems both manually and electronicallyE

5. Working as part of a small teamE

6. Monitoring and evaluationE

7. Supporting and supervising volunteers D

8. Lived experience of mental health difficultiesD

Skills and Abilities:1. Proficient with Microsoft Office programmes (Word, Excel, Outlook, Access

and Powerpoint E2. Excellent administrative and organisational skills

E3. Ability to take the initiative and problem-solve

E4. Willingness to work flexibly and learn new skills

E5. Ability to work well under pressure and to a consistently high standard

E6. Ability to minute/take notes at meetings

E7. Ability to work on own and as part of a team

E

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8. Ability to deal with clients in distress on the telephoneE

9. Highly organised and self-motivated; able to effectively manage a widevariety of tasks and objectives

E10. Excellent communication skills, (written and verbal) and interpersonal skills

E11. Good numeracy skills and the ability to administer a petty cash system

E12. Use of social media, including Twitter and Facebook, for promotion and

publicity E

Knowledge and understanding of:1. The handling of confidential information in an administrative setting

E2. The importance of effective information and administration to a busy team

working with a wide range of people across multiple services E

3. Your own support and development needsE

4. Anti-discriminatory practice and promoting diversityE

May 2016

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