Administration Officer - Royal Tunbridge Wells, United Kingdom - Meadows School

Description

JOB DESCRIPTION

Job Title:

Service Administrator - B

Grade: 22A Scale 5)

Department:
Children's Services

Responsible To:
Children's Service Manager or other identified Manager

Responsible For:
Supervision of staff if required e.g. admin assistant time and there may also be responsibility for supervising volunteers who are assisting with administrative tasks.


Job Purpose:

To be responsible for ensuring the administrative support to a service or group of services is provided in an efficient and effective manner.

Main Tasks and Responsibilities:


Premises and Facilities Management

• Provide and/or supervise the provision of an effective, service user friendly reception service.
• Provide and/or supervise the provision of efficient office systems, e.g. opening and distributing post, message taking, room booking and staff movement systems.
• In agreement with the appropriate manager, and in accordance with

Barnardo's policies and procedures, ensure the service is equipped with the necessary furniture, equipment and supplies.

• Liaise with staff from Property and Facilities Management (PFM) or external landlords as appropriate to ensure premises and vehicles used by the service are fit for purpose and well maintained.
• Ensure that systems are in place and working effectively to maintain appropriate standards of cleanliness and food hygiene within the premises used by the service.
• Undertake tasks delegated from the appropriate manager to ensure the premises and vehicles used by the service are secure and that systems to maintain security and safety are operating effectively. (This may involve key holder responsibilities.)
• As delegated by the appropriate manager, undertake or supervise health and safety and fire safety responsibilities.

Page 1 of 5

Job Evaluation Ref:
JE GEN - B

Job Title:
Service Administrator - B Grade: 22A


Financial Administration

Preparing financial information

• Assist with budget preparation.
• Monitor income and expenditure against original budget and revised forecasts.
• Prepare audit information and reports as required.

Dealing with income

• Complete or supervise the completion of appropriate invoice paperwork.
• Ensure income is recorded and receipted according to Barnardo's policies and procedures by undertaking the tasks directly or supervising others to do so.
• Ensure income is banked in a timely, safe and secure way.

Dealing with expenditure

• Manage the Imprest account to support effective and timely service delivery.
• Ensure invoices are coded according to Barnardo's requirements by undertaking the tasks directly or supervising others to do so.
• Maintain the required documentation regarding invoicing and commitments.
• Ensure staff and volunteer expenses are paid in a timely manner according to Barnardo's policies and procedures by undertaking the tasks directly or supervising others to do so.
• As delegated by the appropriate manager, undertake journal transfers.

Checking income and expenditure

• Undertake required checking processes including payroll reconciliation in a timely manner at the agreed frequency.

Payments to Carers and/or service users (if applicable)

• Ensure that systems to make required regular payments to carers and/or service users are in place and implemented efficiently in line with

Barnardo's UK policies and local procedures.


Service user records' administration

In accordance with Barnardo's UK policies and local procedures:

• Undertake or supervise the administration of service users' referrals from external agencies.
• Undertake or supervise the administration of maintaining service user records.
• As required, assist in supporting access to records by service users and information sharing to external agencies.

Production of management information

HR Information

• In accordance with Barnardo's policies and procedures, ensure appropriate authorisation and enter staff employment information, e.g. leave, sickness

Page 2 of 5

Job Evaluation Ref:
JE GEN - B

Job Title:

Service Administrator - B Grade: 22A and absence, on the required system (or supervise others to do these tasks).

Financial Information

• Produce reports on financial information for internal and external audiences as required.

Service user Information

• Produce reports aggregated from service user records for internal and external audiences as required.

Other

• Ensure the service's key documentation and information systems are set up and maintained according to Barnardo's UK policies and local procedures.

Support and provision of secretarial/administrative services

• Carry out directly and/or supervise the provision of all secretarial/administrative duties as required to support the delivery of the service.

Staff Management

In accordance with Barnardo's policies and procedures:

• When required, recruit,