Administrator

Northpoint Wellbeing Ltd

The closing date is 18 June 2021

Job overview

Northpoint Wellbeing is a well-established local charity with more than 160 employees, providing mental health and wellbeing services to over 5000 adults and children each year.

We are recruiting a skilled and enthusiastic administrator to provide administrative support and reception cover for our head office in central Leeds, joining our small, friendly team. This is an excellent opportunity for someone who is highly organised, flexible, tech-savvy and keen to make a difference by supporting front-line workers in the field of mental health.

The job has 5 main elements:

  • Providing administrative support for a variety of internal systems
  • Ensuring all staff have the appropriate ICT equipment
  • Being a welcoming and helpful point of contact for clients, staff, other professionals
  • Managing online referrals for several small services
  • Managing the environment of the premises, in relation to supplies and maintenance.

Closing date 18 June

Interview w/c 28 June

Main duties of the job

Main duties of the post are:

General admin - maintaining internal systems, managing room bookings and supplies/equipment

ICT - ensuring staff have appropriate comms equipment and setup, liaising with IT support, maintaining detailed inventories

Reception - being first point of contact for general email/phone enquiries

Service support - managing online referrals for several smaller services

Housekeeping & maintenance- overseeing the working environment

We are looking for an enthusiastic and personable individual who is reliable, conscientious and flexible; is highly organised, with excellent administrative and IT skills; can communicate clearly and work with accuracy and attention to detail; has some experience of working in a customer-focused role and in a busy and changing environment; and can build good working relationships at all levels, with a professional manner and sensitivity towards mental health issues.

About us

Northpoint provides a range of services, including:

  • Leeds Mental Wellbeing Service (with partner organisations) - for adults with anxiety or depression
  • Leeds Mindmate Wellbeing (LMWS) - school therapy services
  • Calderdale Open Minds (CAMHS) - for children and young people
  • Calderdale Mental Health Support Team - for children and young people in school
  • Childrens Centre Counselling Service - for parents/carers of 0-5s
  • Mondays & Thursdays @ Northpoint - for survivors of childhood sexual abuse

Northpoint's head office at Leeds Bridge House in Leeds city centre is currently rather quiet due to Covid, but in normal times is the base for our small administrative and support team, the senior management team, a number of service managers, and many LMWS therapists.

The atmosphere is friendly and informal but purposeful, supporting Northpoint's main mission to promote emotional wellbeing and relieve mental distress, for people of all ages and backgrounds.

Job description

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

Person Specification

Qualifications

Desirable

  • Degree or other higher education qualification

Experience

Essential

  • Experience of working in an administrative role
  • Experience of working in a customer-focused and/or staff support role
  • Experience of working on own initiative, making decisions and knowing when to escalate
  • Good level of general education
  • Knowledge & understanding
  • Working understanding of confidentiality issues
  • Skills & competencies
  • Strong organisational skills, including ability to plan and organise workload in line with deadlines and priorities
  • Accuracy and attention to detail
  • Ability to take responsibility for given areas of work and act on own initiative as appropriate
  • Strong general IT skills i.e. confident use of Microsoft Office apps including Outlook, Excel and Word, and ability to work with spreadsheets and databases
  • Ability to communicate clearly and concisely, with clients and colleagues at all levels, both orally and in writing
  • Ability to build and maintain relationships with colleagues and external contacts, whilst maintaining appropriate professional boundaries
  • Ability to work under direction as needed, according to organisational policies and procedures
  • Qualities & values
  • Professional manner and commitment to work, including reliability and conscientiousness
  • Capacity to be flexible, cooperative and a team player
  • Positive, proactive and solution-focused attitude
  • Understanding and sensitivity towards mental health issues
  • Professional integrity regarding confidentiality
  • Commitment to personal & professional development

Desirable

  • Experience of working in a varied role and a busy, changing environment
  • Knowledge & understanding
  • Skills & competencies
  • Familiarity with patient management systems and/or database software
  • Familiarity with one or more video-conferencing platforms

Employer details

Employer name

Northpoint Wellbeing Ltd

Address

Northpoint Wellbeing Ltd

Hunslet Road

Leeds

LS10 1JN


Employer's website

https://northpoint.org.uk

Date posted

27 May 2021

Pay scheme

Other

Salary

Negotiable

Contract

Permanent

Working pattern

Flexible working

Reference number

B0173-21-2163

Job locations

Northpoint Wellbeing Ltd

Hunslet Road

Leeds

LS10 1JN


Supporting documents

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Donna Harris

07590808262

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Email:

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Telephone:

0300 330 1013

Outside UK:

+44 300 330 1013

Opening times:

Monday to Friday: 8am to 6pm

Saturday: 9am to 3pm

Closed Bank Holidays including Easter Sunday, Christmas Day, Boxing Day and New Year's Day.