Job Title: Community Connections Administrator – 21 hours
Reports to: Senior Worker
Base: Hybrid / Working
Charity: Catalyst is a non-profit organisation working with people who are dealing with issues stemming from drug and alcohol misuse and mental health needs – including housing, involvement with criminal justice, relationships with family and friends, and getting back into work.
Guildford-based for over 30 years, we work throughout Surrey and its borders in partnership with a wide variety of statutory and non-statutory organisations and bodies to provide support.
We believe change is achievable when facilitated by skilled professional staff and volunteers offering a friendly, respectful, non-judgemental and personal approach. It’s not just about what we offer, but how we offer it.
Purpose of Job: As a member of the Welcome Project (Community Connections Team) covering NW Surrey, you will deal with front-of-house duties liaising with staff, visitors, and clients. You will conduct and process referrals, undertake a range of administrative duties, process data, and produce presentations and materials for the team.
The post-holder will be required to work flexibly within an agreed number of hours to maintain the most appropriate level of service provision.
Key Activities:
* Be an initial point of contact via phone for clients, staff, referrers, and partner agencies.
* Conduct and process telephone, email, website, and letter referrals from professionals and clients.
* Conduct calls and correspondence in line with Catalyst policy on confidentiality, consent, and information sharing and GDPR.
* Carry out reception duties for all visitors to the office base.
* Process incoming and outgoing mail for the service.
* Positively promote the service and partners delivering Community Connections.
* Take minutes at team meetings.
* Input data and information onto the case management system; maintaining accurate, up-to-date records and ensuring that they are kept in order in line with the service’s reporting requirements.
* Archive client records.
* Plan and produce presentations/materials for team meetings, presentations, and training.
* Attend service promotional events where requested by the team leader.
* Other tasks as required by the line manager.
General Terms of Reference:
In carrying out the above duties, the post-holder will:
* Work flexibly across operational sites if required.
* Seek to improve personal performance, outcomes, contribution, knowledge, and skills.
* Participate in team meetings, appraisal, workforce development, and supervision processes.
* Ensure the implementation of all Catalyst policies.
* Accept responsibility for own safety and strictly adhere to the safety guidelines laid down by Catalyst at all times.
* Undertake other duties appropriate to the grade of the post.
We acknowledge the unique contribution that all Catalyst employees and clients can bring to our organisation in terms of their culture, race, gender, sexual orientation, gender reassignment, marital status, nationality, age, religion or belief, and any physical disability or history of mental health or additional problems.
All appointments and promotions are based on merit and no job applicant or employee will be treated unfairly or discriminated against. All staff have equal access to staff development.
Any member of staff who breaches this policy may be subject to grievance and/or disciplinary procedures.
This post is subject to the Disclosure and Barring Service (DBS) check at an enhanced level. Please note past drug and/or alcohol or criminality history will not necessarily discount you from undertaking this role.
Amendments: This job description accurately reflects the present position; it may be amended and reviewed. Any change will be made following a period of consultation.
Person Specification
Qualifications and Experience:
Qualification in IT/office administration.
General:
A full driving licence and insurance for business use.
Ability to work flexibly across operational sites evenings and weekends, where required.
Knowledge and Skills:
Experience of working in an office environment with responsibility for administration, data entry, and managing data systems.
Experience of producing PowerPoint Presentations.
Knowledge of general office procedures and systems.
Knowledge of consent, confidentiality, and information sharing and data protection procedures (GDPR).
Ability to communicate confidently and effectively, verbally and in writing.
Ability to respond to appropriate requests for assistance, maintaining confidentiality whenever necessary.
Ability to prioritise and manage own workload.
Demonstrate the ability to work as a member of a team.
Show a capacity to work alone and the ability to keep calm under pressure.
Understand and have a commitment to the principles of equal opportunity and diversity.
Employ an empathetic and non-judgmental attitude towards clients.
A polite and courteous telephone manner.
Good management of time.
Good interpersonal skills.
Reliable and trustworthy, especially with regard to handling confidential information.
Current driving licence and access to a car for work. A copy of driving licence, car insurance, and MOT to be provided to Human Resources.
Experience of working for a voluntary organisation.
Good understanding of monitoring tools to measure outcomes.
Information Technology:
Manual dexterity to use computer keyboard and mouse.
Proficient in Microsoft Word, use of email, Outlook, Excel, and PowerPoint.
Ability to enter data onto a database as required by the Service and Commissioners.
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