Job Title: Administration Assistant: IMPACT CIC
Band: 3
Hours: 0.4 wte hourly rate of £14 per hour (to be reviewed after initial term)
Location: Working from a clinical base in Bramhall village centre
Enquiries about the vacancy, shortlisting and interviews:
Catherine Aldred IMPACT Director
Email: info@pacttraining.co.uk/ catherine@pacttraining.co.uk
Tel: 07967 148321
Responsible to: Directors and operational manager of IMPACT
Overall Purpose of the Job:
The IMPACT Administrative Assistant (AA) role is an exciting opportunity to contribute to a team of professionals who are dedicated to providing professional training to improve intervention and support for autistic and neurodivergent children and their families.
The role will be responsible for processing training registrations, responding to enquiries, email management, speaking to professionals, maintaining databases, quality control and working closely with the IMPACT team of professional associates, Operational Manager (OM) and Director.
The role involves developing a full understanding of IMPACT social enterprise operation and development.
We pride our commitment to a family-friendly policy that provides for flexible working. We care deeply about career and personal development, offering annual performance and development review, staff training for all career stages and mentoring opportunities to support career development.
We have a genuine commitment to equality of opportunity for our staff, and are proud to employ a workforce that reflects the diverse community we serve.
Job Purpose
Summary/Purpose
Knowledge, Skills & Experience
Communication and Relationship Skills
To be the central point of administrative contact representing the organisation
To adopt a customer-focused approach to all emails/ telephone calls, relieving the professional lead by taking accurate messages, and in other cases ensuring those undertakings, e.g., to return emails/ calls are honoured and giving appropriate information.
To employ excellent communication skills with a professional, helpful, and courteous approach when dealing with professionals, managers, and personnel.
To be available to support trainers in the preparation and implementation of training courses.
To ensure incoming and outgoing e-mails are dealt with effectively, relevant information is assembled, and urgent items are suitably directed to the director and/or training coordinator.
To demonstrate the ability to work independently and collaboratively as part of a team.
To employ excellent IT skills with Microsoft Office 365, CRM digital platforms for data entry and data management, composing and integrating documents and website entry.
Knowledge, Training and Experience
To demonstrate IT skills in Microsoft Office 365 for business packages (including MS Word, Excel, OneDrive, Outlook, SharePoint), Website management and updates, digital platforms, Mondays.com CRM, and Xero bookkeeping/ invoicing.
To demonstrate an ability to upload and analyse statistical data to Mondays CRM
To develop a knowledge of relevant health care terminology.
To demonstrate the ability to compose text, spell and grammar check documentation.
To write agenda and demonstrate accurate note taking in meetings and compiling minutes.
To adhere to confidentiality of professional information guidelines, GDPR data protection and the organisation policies and procedures at all times.
Analytical and Judgemental Skills
To prioritise core tasks to contribute to the efficient running of the organisation
To respond to enquiries promptly
To demonstrate an ability to participate in change
To be flexible and responsive to diverse requests and flexible working requirements and environments; to be able to work extra hours where required.
Ability to work efficiently and with occasional competing demands.
Planning and Organisational Skills
To organise straight forward administrative tasks, prioritise workload and seeking advice when appropriate
To maintain the diary, schedule meetings using Doodle Poll and Outlook,
To schedule courses, prepare, distribute materials, setting up Zoom meetings and support professionals implement group training
To liaise with other professionals/ organisations/ publishers for ordering manuals and checking IT requirements
To efficiently respond to and manage incoming and outgoing emails
Physical Skills
To demonstrate keyboard skills for processing emails, letters and documents with both speed and accuracy
Sitting at a computer desk for an extended period of time
Key Result Areas
Policy and Service Development
Follows IMPACT policies in own role
Financial and Physical Resources
Financial management of Purchase Orders, online invoices, receipts and Xero accounts for IMPACT
To monitor, order and check deliveries of stationery, manuals, and supplies
Information Resources
To be responsible for processing text, data entry, data management and storage
To support associates set up and maintain IT platform usage.
To maintain, analyse and present data records of professional training registration
Freedom to Act
To demonstrate ability to work unsupervised and demonstrate initiative
Follow standard operating procedures
Use own initiative to deal with problems (someone available for advice)
Organise own workload
To work unsupervised as required
Research and Development
To undertake surveys as necessary
To undertake survey data collection and analysis as required
Professional/ Client Care
To provide general non-clinical advice and information for professionals and clients
To provide reception and support as required during PACT or other training
Human Resources
To provide basic advice and support to new staff
To demonstrate awareness of confidentiality issues regarding staff and clients
Structure Chart
Terms and Conditions of Service
This appointment is subject to a 3-month review. Either member may end the contract with 1 month’s written notice.
Health & Safety at Work Act
The post holder must be aware of the responsibilities placed upon them under the Health & Safety at Work Act 1974 to ensure that agreed procedures are carried out and that a safe working environment is maintained for patients, visitors and employees.
PERSON SPECIFICATION
Job Title: Administrator
IMPACT (Interaction Method for Paediatric Autism Communication Therapy) CIC
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Attributes
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Essential |
Desirable |
Method of Assessment |
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Education/ Qualifications |
· English language GCSE · Email etiquette and document formation · Microsoft 365 packages (Outlook, Excel, Word, SharePoint) minimum standard intermediate · Database management, ideally a CRM system · Online invoicing · Writing agenda and minute taking · Knowledge of online meetings · Editing content on website · Create surveys |
· Microsoft Office Excel & Microsoft Word · Xero accounting · Monday’s CRM system · Zoom meetings · Online learning platform · Previous knowledge/ experience in an education setting · Word Press · Doodle Poll |
Usual methods of assessment for ALL attributes include: - - CV - Interview - Test - Presentation
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Knowledge |
· Knowledge of Confidentiality guidelines · Knowing limitations and operating within them
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Understanding of legislation relating to children/Caldicott/ Diversity/ Special Needs/GDPR/ NHS/Education and issues concerning the profession generally. |
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Experience |
· Minimum 3 year’s administration experience · Maturity and confidence · Experience in communicating with professionals/ managers/ general public/ · Confidence in speaking to people in authority |
· 5 years + experience · Empathy
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Skills and Abilities |
· Positive attitude to children with disabilities · Efficient management/organisational skills · Excellent inter-personal and communication skills. · Excellent time management /organisational /admin skills. · Confidence to speak in meetings · Positive attitude to change · Ability to manage change effectively and be reflective · Excellent problem-solving skills · Willingness to tackle difficult issues · Able to work independently and flexibly · Able to collaborate with other professionals relating to training and trainee enquiries · Experience of and shown ability to cope with changing demands. · Willingness to learn
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Communication skills
Computer skills
Continued development of identified areas of specific skills
Commitment to strategic development
Car driver
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| Mental Effort | · There is a frequent requirement for prolonged concentration in completing administrative duties
· To maintain flexible working according to demand
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| Physical Effort | · Sitting for extended periods in a restricted position including sitting at a desk working at a PC | ||
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Work Related Circumstances |
· Attend mandatory training
· Attend staff, advisory and managerial meetings |