No more applications are being accepted for this job
- 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. This includes creating client case files when new clients start and ensuring letters are sent to clients to indicate they have a first, missed or new appointment time. All letters being kept in the client case file. A copy of all letters is retained on the administration computer.
- 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 Coordinator regarding verification spend with funders
- To monitor sales of oils and vouchers in the 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.
- A minimum of 1 years' office administration and financial administration experience
- Experience of achieving operational targets as agreed with the Centre's funders.
- Experience of instructing others on the operational requirements and standards.
- Proficient in Microsoft Office.
- Experience of treating vulnerable clients in an empathetic way in both oral and written communications.
- Experience of developing working relationships with funders, suppliers, and external organisations.
- Excellent organisational skills.
- Ability to work on your own initiative.
- Ability to problem solve.
- Experience of working with vulnerable victims and survivors in a group setting.
- Experience of working with external organisations etc. funders, auditors.
- Knowledge of the use of complementary therapies and aromatherapy oils as an intervention in mental and physical wellbeing.
Administration Officer - Belfast, United Kingdom - communityni - Jobboard
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.
Client Facing Duties
Finance Duties
General Duties
Personal Attributes, Qualifications and Skills
In considering this position you may wish to visit our website at
Closing Date
Friday / 10 May 2024
4:00pm
Unit 1 689 Springfield Road
Belfast
BT12 7FP
To apply for this position please forward your CV and covering letter no later that the 10th May 2024 at
This position is supported by the Department for Communities and the Victims and Survivors Service
Unit 1 689 Springfield Road Belfast BT12 7FP
#J-18808-Ljbffr