Saturday 23 October 2021
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Administrator

Administration Enquire

 

Type:Part Time
 

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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