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Job description

To ensure the smooth running of the Centre, and outreach activities, on a day-to-day basis in terms of the client experience and to observe the Centre’s values in particular respect, confidentially and empathy for service users.

Responsibilities

• Administrator is a keyholder for the building.
• To treat telephone calls and emails with reference to clients with strict confidentially.
• To welcome clients and visitors to the centre, responding to their service needs.
• To book appointments ensuring clients receive all necessary information.
• To maintain and update appointment calendar, client database and waiting lists.
• To maintain and update filing systems, including creating client case files when new clients start.
• To ensure therapists are correctly recording client information including MYMOP.
• To respond to client queries/requests in a timely and efficient manner.
• To report to the Centre Coordinator if the therapist/clients identifies the need for additional services which require a referral.
• To maintain and update petty cash systems recording donations made by service users on Excel spreadsheets.
• To be responsible for maintaining purchasing and payment of goods and services.
• To complete BACS requisition forms for invoice payments.
• To ensure therapists invoices are accurate and signed prior to payment.
• To reconcile bank transactions monthly.
• To update the i Business Banking (IBB) on a weekly basis in conjunction with Clarke & Co.
• To inform Trustee that payments are ready for authorising.
• To lodge money as necessary in local Post Office.
• To prepare all necessary paperwork for Centre Manager regarding verification spend with funders.
• To monitor sales of oils and vouchers in centre and re-order accordingly.
• To ensure that requests for outreach activities are organised efficiently.
• To assist with event organisation including open days and Annual General Meeting.
• To assist the Centre Coordinator in research and preparation of information for reports to Trustees, funders and in the submission of fundraising applications.
• To collate the information required to complete monitoring returns to funders.
• To assist in the preparation of publicity materials to promote services to VSS clients
• To ensure that the Centre maintains a high standard of cleanliness and is generally fit for purpose.

Skills and Qualifications

Essential Skills

• A minimum of 1 years’ office administration and financial administration experience
• Proficient in Microsoft Office
• Experience of treating vulnerable clients in an empathetic way.
• Excellent organisational skills.
• Ability to work on your own initiative.

Desirable Skills

• Experience of working with vulnerable victims and survivors and with carers

Further Information

Email CV with a covering letter outlining from your skills and experience why you are the ideal person for the job. Centre for Health and Wellbeing 689 Springfield Road Belfast The Administrator's position can also be filled with 2 x 20hours at a salary of £13,000 per annum.