Clerical Assistant - Montrose, United Kingdom - Rossie Young People's Trust

Rossie Young People's Trust

Verified Company

Montrose, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Hours: 35 hours per week (Monday - Friday, 9am - 5pm)

Salary:
£23,695 - £27,800 (SCP

JOB DESCRIPTION:

To provide administrative support to the Residential Service principally, or as directed by the Team Manager, Management Support:

Undertake word processing tasks for the Service Development Manager (SDM) and Deputy Service Managers (DSM) within the Residential Service including reports, minutes, case notes, letters, memoranda etc. including maintaining appropriate records of word processing tasks for ease of retrieval, as well as undertaking all relevant word processing tasks as instructed by the Team Manager, Management Support (TMMS).
Set up and maintain relevant filing systems pertinent to the remit of the post.
Provide assistance to individual managers as directed by TMMS, including filing, photocopying and other administrative tasks.
Ensure regular completion of Weekly Absence Returns for the Residential Service, and appropriate recording of overtime.
Assist the SDM, Residential Care, with creation and retrieval of business documentation as required.
Maintain the admission referral system as directed by the SDM, Residential Care.
Undertake purchasing of online goods when required by the SDM, Residential Care.

Participate in the maintenance of a number of spreadsheet and database systems as directed by the Residential Service Managers or the Team Manager, Management Support:

Input of statistical information to organisational spreadsheets and databases to assist the Residential Service Team and the organisation more widely.
Setting up and maintenance of new databases as appropriate and provision of interrogated data as required.

Gathering, recording and presenting statistical information as requested by the Residential Service Managers or the Team Manager,
Management Support:

Collating and maintaining statistics relating to young people incidents within the Residential Service.
Assist the SDM, Residential Care, in preparing the monthly reporting information for the Board of Governors as well as any other additional reports required.
Regularly maintain and update young people's referral statistics for the Residential Service and provision of data as directed by managers.

Participate in general administrative tasks for other departments, teams and individuals as directed by the Team Manager, Management Support:

Attend, note take and transcribe minutes of various meetings including young people meetings, Referral meetings and Manager Liaison meetings, as well as undertaking other meetings as required, inclusive of Board of Governor and Personnel meetings ensuring appropriate business compliant formats are provided.
Ensuring that incoming and outgoing mail procedures are followed accurately and timeously.
In conjunction with the Finance Manager and TMMS ensure that all banking is delivered, picked up and recorded as required.
Use and maintenance of all office machinery as necessary including fax, photocopiers, laminator, binder, scanner etc.
Regularly update and maintain archiving systems, including maintenance of all confidential records in a safe and secure environment in line with GDPR principles.

Undertake administrative tasks within the Management Support Team in the absence of other team colleagues or as directed by the Team Manager, Management Support:

As a member of the Management Support Team, it is expected that the post holder partakes in various areas of administrative work while other team members are absent from work inclusive of reception cover when required, assisting with minuting additional meetings and the provision of administrative tasks as directed by the TMMS.
Provision of absence cover for key tasks and functioning of the Clerical Assistant (Secure Care).
Provision of reception cover as required and directed by Team Managers within the Management Support function to ensure an effective and customer focused service is maintained, inclusive of Christmas and New Year rota.
Please note this job description is to provide a clear and concise statement of the main tasks and activities of the post, and it is not intended as an exhaustive list of every aspect of the post holder's duties. All the above duties will be carried out in line with Rossie policies and procedures._

PERSON SPECIFICATION:

Knowledge Base (Essential):