Administrator
Administration
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Full Description
Post: Administrator
Accountable
to: Chief Executive Officer (CEO), My Voice
Job
Description
The postholder will provide administrative support to the Advocacy
Team as well as a comprehensive PA service to the CEO.
1. Job
Purpose:
- To
enable the Advocates and CEO to focus on their work by proactively spotting
and doing all things admin.
2. Principal Accountabilities:
- Manage Advocate
Team rotas, attendance, presence
- Manage database of
absences – holiday, sickness, team requests etc.
- Maintaining and
ordering office supplies
- Coordinate training
and supervision for the team
- Provide Personal
Assistant service to CEO:
-
Manage CEO’s diary
-
Proactive and
reactive ad hoc requests - Booking events and
‘project management’ support
- Maintain system
folders, with input from Advocacy Team
- Scanning to 1) aid
paperless office and 2) share financial documents
- Draft documents as
instructed by Advocacy Team
- Maintain templates
ensuring these are always kept up to date, with assistance from Advocacy Team
- Plan and manage
team meetings to include note taking
- Ensure documents
are accurate, well presented and correctly and consistently formatted
- Manage Data protection
and Cyber security policy & processes
- Maintain GDPR
register and planner, safeguarding training and DBS log
- Help My Voice stay
up to date and efficient with the technology and processes
- General
administrative support
- Contribute
to team and organisational meetings, service planning
and development
- Support Board matters and papers
- Non-confidential HR admin
3.
Knowledge, Skills and Experience: The post
holder should have:
- Strong Word, PowerPoint and Excel skills
- Excellent modern English written skills and telephone manner
- Excellent
communication, administration and organisational skills
- Demonstrate
an adaptable, flexible and positive approach.
- Able
to work autonomously recognising and raising thoughts and issues as appropriate
- Act
as a team player and able to build strong relationships quickly
- To
act at all times in a manner which upholds the My Voice Expected Behaviours
framework, building and maintaining respectful, supportive relationships with,
and between, colleagues so as ensure the common success.
- Fully comply with proper professional boundaries and seek to
maintain and manage an effective work/life balance.
- Attend and fully participate in regular
supervision.
Appointment to this role which involves
working with vulnerable adults and children is subject to on-going enhanced DBS
checks.
4. Job
Context
My Voice is a local charity that seeks to
provide information and support for people whom are experiencing serious mental
illness or who lack capacity. This is done so that as far as possible they can
lead full and active lives and are supported in making informed decisions
themselves.
My Voice campaigns for a greater public
understanding of mental illness and works closely with the statutory services to
influence decisions, practice, policies and laws. We prioritise Diversity &
Inclusion.
Please note: It should
be remembered that inevitably over time the details contained in this job
description, particularly the principle accountabilities, will change; existing
duties may be lost and other duties gained, without changing the nature of the
role or the level of responsibility entailed. In your employment with My Voice
you will be expected to perform different tasks as necessitated by changing
demands within the organisation and the overall business objectives of the
organisation.
How to apply
To apply for this job please email becky@hrnow.je.
For more information please visit https://myvoice.org.je/.
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