Corporate Team Administrator - Portsmouth, United Kingdom - Institute of Health Visiting

Institute of Health Visiting
Institute of Health Visiting
Verified Company
Portsmouth, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Full time
Description

Exciting and unique local opportunity with the Institute of Health Visiting

Corporate Team Administrator

Based:
Home-based and the Emsworth Office, Hampshire

Permanent

Part-time or Full time


The Institute of Health Visiting (iHV) is seeking to appoint a full-time or part-time administrator to provide a variety of high-quality administrative support for specific programmes and iHV membership services to assist in the smooth running of the organisation.


The iHV is a virtual organisation and the post-holder will work from home, with an expectation that you would need come into the Emsworth office 1-2 days per week, with occasional travel for meeting and conferences required.


The right person will have some customer services and administration experience and will have excellent keyboard, organisation and communication skills.

The ability to develop and maintain relationships with customers and staff will be key.


The role entails a wide range of administrative duties, so we will require someone who has experience with or is comfortable using a range of systems and software to help support the iHV's operation.


In return for joining us with this skill base, we offer you the opportunity to join a unique and vibrant National charity and professional body where two days are never the same.

You will work closely with our Head of Professional Services, Head of Operations, CEO and Corporate Team.


Corporate Team Administrator:
Full-time/Part-time, Permanent role.**
Applications close: 12 noon, Friday 5 May 2023

Interviews:
via Zoom, Friday 19 May 2023

Start date:
June 2023

Salary:
£21,478 - £24,905

Hours:
Full-time, 37 hours per week or Part-time options available.

The iHV is a flexible working employer, there are core hours of work for this post but we can offer flexibility for employees on request.

Areas of Responsibility

1.

To provide excellent customer services, responding to day-to-day enquiries - to include:


  • Maintaining a positive, polite and professional attitude towards our customers at all times, ensuring a high level of member satisfaction.
  • Communicate with our members and nonmembers through various channels.
  • To help with questions and queries and provide information about our services and products.
  • Maintain accurate records and reports of customer enquiries, manage responses, liaising with members of the professional team to ensure that all enquiries are responded to in a timely way, with a clear audit trail.

2.

To support the organisation with the administration of the Customer Relationship Management (CRM) database for all departments of the iHV:


  • To lead on maintaining the CRM database, updating records and compiling reports for the Training and Projects Teams and all other iHV departments.
  • To lead on general database tasks such as access and password resetting.
  • To support the Senior Membership & Systems Officer with the administration, documentation and communication involved in maintaining a clean and updated database:
  • Supporting with activations and cancellations
  • Support with maintenance and update of members' details
  • Support the Senior Membership & Systems Officer with any other actions related to maintaining a clean and effective membership database
  • To support the weekly database backup process in case of system failures.
  • Ensure records and information are kept current and in accordance with GDPR requirements and actively participate in data cleansing processes.
  • To support delivery of membership services, including iHV Insights learning events and iHV networking events, using the Zoom platform.
  • To support and actively participate in the iHV membership meetings, including taking minutes and following up on agreed actions.

3.

To help provide support for the Corporate Team and the wider iHV Team with other administrative duties, including:


  • Ensure business continuity of all key iHV Corporate Team functions by providing backup support as required, including membership, events, marcomms, design and finance.
  • Provide business continuity function across the iHV including supporting specific projects (e.g. Health Visitor Advisory Forum, Training tech support (as required), website resource mapping, administrative functions for Professional team projects).
  • Maintain/update the database of physical iHV resources and storeroom, ordering more stock when required.
  • Maintain and update the spreadsheet of website resources.
  • Maintain database of staff IT equipment, staff contact details including phone numbers
  • Prioritise own workload to ensure key deliverables are achieved. Keep line manager up to date with progress as required.
  • Support the iHV's finance processes, processing weekly payments and using the Xero platform to raise invoices.
  • Support the scoping and price comparison of venues, travel arrangements, hotel bookings, restaurants and courier services as required for the whole
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