Job responsibilities
JOB
DESCRIPTION
Job
title: Administrator
Service:
Head Office (Leeds
Bridge House)
Contract: Permanent
Salary/Pay
Band: £18,870 to £21,700
Pension: Eligible employees will be auto-enrolled
in a defined contribution scheme.
Hours
and days: 30.5 hours across 4
days, flexible 8.30-5.00
Holidays:
28 days annual leave per year plus statutory holidays pro rata and up to 3
discretionary leave days at Christmas
Location:
Leeds Bridge House, Hunslet Road, Leeds LS10 1JN (edge of Leeds city centre).
We are currently balancing working from home and office-based working due to
Covid 19.
Accountability
and reporting: The post holder will report to the
Administrative Manager. The post holder is ultimately accountable to the Board
of Northpoint, through the Director of Northpoint.
Start date: As soon as possible
Disclosure
and Barring Service Certificate: Northpoints
policy on the recruitment of ex-offenders is available on request, and a past
criminal conviction will not necessarily be a bar to employment.
Purpose of the role
To provide administrative
support and reception cover for the Northpoint Wellbeing head office. The role
will be office-based two days a week to begin with, with the remaining two days
being worked from home. Office-based working will need to increase as we return
to more face-to-face working, but it is unclear exactly when this will happen.
The key aspects of this role are providing general administrative support to
the organisation, managing ICT equipment and email accounts, maintaining
spreadsheets and databases, carrying out reception tasks and housekeeping
duties, supporting managers and staff across the organisation as required, and
facilitating clients when accessing our mental health and wellbeing services.
Northpoint Wellbeing
Northpoint
Wellbeing is an established charity with more than 160 employees, providing
therapeutic services to over 5000 adults and children each year, across a range
of services operating in Leeds, York, and Calderdale.
A more
detailed outline of our organisation and services can be found on our website: https://northpoint.org.uk/.
Leeds Bridge House
Leeds
Bridge House (LBH) accommodates our head office management and administrative team,
and is also the delivery base for many of our adult therapy services. The
premises include an open-plan office where the admin team and a number of
service managers are based, together with three meeting rooms and 16 individual
therapy rooms.
MAIN
DUTIES
The duties and responsibilities of the post
will include the following, working in the context of a small administrative
and support team:
General
admin
Maintain internal
systems, including databases and spreadsheets.
Manage the room
booking system at Leeds Bridge House, including setting up and assisting new
users.
Keep the
stationery cupboard and other small equipment supplies topped up, sourcing and
ordering items as needed. Order other materials/equipment on request for
individual colleagues.
Book venues and
refreshments for training and other events as needed.
Print and frank
letters for posting, as required.
Provide
administrative support and respond to queries, across a range of tasks for
managers and other colleagues.
ICT
Ensure all staff
have operational and fit-for-purpose equipment as required primarily laptops,
smartphones and dongles, as well as peripheral equipment on request. Provide
new starters with initial guidance on their setup and use, following
established processes.
Liaise with our
IT and phone/data support organisations in relation to laptops, email accounts
and SIM activations.
Maintain detailed
inventories of stocks and allocations for laptops, phones, dongles, phone
numbers and SIM cards.
Monitor stocks of
equipment and phone/data numbers, ordering supplies/liaising with colleagues to
do so, as appropriate.
Manage physical
stocks of equipment, including returned equipment and tasks arising.
Reception
Ensure a warm
professional welcome for all clients who access the building or phone in, and
to act as the first point of contact for client enquiries.
Respond to or
redirect general email or phone enquiries, including those from external
professionals.
Ensure that client/visitor
notices in Leeds Bridge House are up to date, including answerphone messages.
Service
support
Childrens Centre
Counselling Service (CCCS) Manage, allocate and input online client referrals
as required via the Mymup client management system, and monitor data quality
within Mymup, liaising with practitioners as needed. Training will be given.
Mondays &
Thursdays @ Northpoint Manage the online client referral mailboxes and input any
client data required, liaising with practitioners as needed.
Leeds Mental
Wellbeing Service (LMWS) Use the PCMIS patient management system to cancel
clients, print and send letters, and carry out any other tasks arising.
Housekeeping
& maintenance
Monitor the environment
of the premises, ensuring that waiting areas, kitchens, clinic rooms and
washrooms etc are appropriately stocked and fit for purpose, and that
noticeboard information is relevant and up to date.
Help manage premises
maintenance and repair issues, liaising as needed with our contract cleaner, landlords
agent and visiting service suppliers, ensuring any issues that arise with the
building or its facilities are dealt with as quickly as possible.
Keep colleagues up
to date as needed regarding buildings and maintenance issues as above.
GENERAL
OBLIGATIONS
All employees
must be familiar with and adhere to Northpoints operational policies, service
protocols and practice guidelines as required, taking account of any relevant
partner protocols and procedures.
All employees have
a responsibility and a legal obligation to ensure that information processed
for both patients and staff is kept accurate, confidential, secure and in line
with the Data Protection Act (2018) and Security and Confidentiality Policies.
All employees will
adhere to Northpoint Wellbeing safeguarding procedures.
All employees
have a duty and responsibility for their own health and safety and the health
of safety of colleagues, patients and the general public.
All employees
will undertake statutory and mandatory training as deemed appropriate and have
a willingness and commitment to professional development.
All employees
will participate in individual performance review and respond to agreed
objectives.
Northpoint will provide regular
line-management supervision.
It is the
responsibility of all staff that they do not abuse their professional position
for personal gain, to seek advantage of further private business, or for other
interests, in the course of their official duties.
Northpoint
Wellbeing is committed to ensuring that no job applicant or employee receives
less favourable treatment on the grounds of age, disability, gender, race,
religion or belief, sexual orientation, marital status, gender reassignment or
pregnancy/maternity. We fully support
the right of all staff to equal opportunities and are committed to the
development of a diverse workforce. All employees are expected to be familiar
with and adhere to Northpoints Equal Opportunities Policy
This
Job Description does not provide an exhaustive list of duties and may be
reviewed in conjunction with the post holder in light of service development.
Revised: May 2021
