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Job description

The post holder will provide practical administrative support to The Churches Trust, with a particular focus on the day-to-day administration of the Community Support Service. The role includes supporting service scheduling, communication with clients, families and approved self-employed Personal Assistants, referral and review administration, service records, invoicing and general administrative duties. The role will also provide administrative support to other Churches Trust services, including the Maintenance Service and online retail activities, as required.

Responsibilities

• Support Community Support Service administration, including scheduling client visits, updating schedules, maintaining client and Personal Assistant records, preparing service paperwork and supporting the day-to-day administration of the service.
• Communicate with clients, families and Personal Assistants, including responding to enquiries, following up messages, liaising regarding visit arrangements, cancellations or changes and passing relevant information to the appropriate staff member.
• Support referral and review administration, including preparing and updating referral forms, client support forms, review paperwork, information packs and related records.
• Support the growth and development of the Community Support Service, including maintaining enquiry records, waiting list information, service uptake and other monitoring information.
• Support invoicing, payment and debt administration, including preparing invoice information from schedules and visit records, checking completed visits, maintaining payment records and supporting the follow-up of overdue payments.
• Provide reception and front-of-house support, including answering telephones, taking messages, welcoming visitors, dealing with general enquiries and helping maintain a professional, clean, tidy and welcoming reception and office environment.
• Carry out general office administration, including photocopying, scanning, filing, record keeping, correspondence, updating spreadsheets, maintaining accurate administrative systems and helping to keep office and communal areas clean and tidy.
• Support charity shop and online retail administration, including creating or updating online sales listings, responding to customer enquiries where appropriate, maintaining sales and postage records, packaging sold items for postage.
• Provide administrative support for the Maintenance Service, including updating job records, recording completed jobs and supporting maintenance income, invoicing and receipt records where required.
• Undertake banking, post office runs and other local errands, in line with organisational procedures, where required.
• Provide administrative support across The Churches Trust, assisting with meetings, events, records, communications, project administration and other administrative duties as required.
• Adhere to Churches Trust policies and procedures, including confidentiality, data protection, equal opportunities, safeguarding child protection and health and safety.
• Undertake any other reasonable duties requested by the Chief Executive or line manager relevant to the post.

Skills and Qualifications

Essential Skills

• A minimum of 12 months experience in an office-based administration, reception, scheduling, finance administration or similar role
• Experience of dealing with members of the public, clients, service users, families or external contacts in a professional and welcoming manner.
• Good organisational skills, with the ability to prioritise workload, manage competing tasks and complete work accurately within agreed timescales.
• Competent IT skills, including Microsoft Office, Outlook, Word and Excel, with the ability to maintain accurate records and update spreadsheets.
• Effective written and verbal communication skills, with the ability to communicate appropriately with staff, clients, families, visitors, Personal Assistants and external contacts.
• Ability to maintain accurate records, handle confidential information appropriately and follow agreed administrative procedures.
• Ability to work effectively as part of a small team, support colleagues across departments, follow agreed procedures and use initiative appropriately.
• Willingness to maintain a clean, tidy, professional and welcoming reception and office environment, including shared communal areas.

Desirable Skills

• Level 2 qualification or above in Business Administration, Office Administration, Customer Service, Health and Social Care, Community Development or another relevant subject.
• Experience of administration within a support service, domiciliary care service, older people’s service, disability service, community service, voluntary organisation or similar setting.
• Experience of supporting service administration, including scheduling, appointments, client records, invoicing, payment records, cash handling or basic reconciliation.
• Experience of communicating with older people, vulnerable adults, people with disabilities, families, carers, support workers or community services.
• Experience of using online sales platforms, social media or digital systems to support retail, marketing, customer service or administrative activity.
• Access to suitable transport to undertake banking, post office runs and work-related errands, where required.

Application Information

Please contact The Churches Trust for an application pack 02871311322/ recruitment@thechurchestrust.org.uk