Job summary
Are you passionate and enthusiastic about personal recovery?
Would you like to work in a supportive and dynamic team that has recovery at its core?
Are you an extremely organised individual?
Recovery College provides educational courses and workshops, with a focus on personal recovery to anyone in Norfolk and Suffolk over the age of 16 who are experiencing mental health challenges. The courses and workshops are designed to support people to learn skills and strategies to empower them on their recovery journey. All our courses are co-produced and co-delivered by people with lived and learnt experience of mental health difficulties.
The post holder will be supporting with the administration at the Recovery College. More specifically, you will be setting up courses on our student booking portal (Mind Recovery Net), taking minutes, and logging various information - course development, attendance, certificates. You will also be assisting with a variety of enquiries, predominantly by telephone and email. All training will be provided.
This post will be job sharing with a 0.6 FTE administrator and you will be expected to work on a Thursday and Friday. This post offers the candidate the opportunity to work from home if they choose
Please note this is a 12 month fixed term post.
Main duties of the job
- Answering telephone calls and emails from current and prospective students, including from NSFT teams and partnership organisations.
- Setting up online course meeting links.
- Liaising with tutors and supporting them with diary management.
- Logging attendances and generating certificates.
- Completing course audit forms.
- Raising requisitions and receipting purchase order numbers.
- Liaising with venues for course room bookings.
- Minute taking for a variety of meetings - Team meeting, Student voice meeting, Quality assurance meeting.
About us
Here at NSFT we pride ourselves on being a welcoming, talented, friendly and supportive team who like nothing better than sharing experiences and learning from each other. In addition to ongoing training and development opportunities, we are committed to providing an environment in which you can thrive.
Why work for us? We have challenges as a Trust, but we have ambitious aspirations, are pushing ahead with exciting transformation work and we need dedicated individuals to support us on our journey. We have strong, established professional networks coupled with an exceptional leadership team who will ensure you are truly cared for and cared about.
Why Norfolk and Suffolk? The people here are warm and welcoming, you'll never be far from the beautiful coastline or Broads National Park. We're an hour and a half away from London and have an international airport in Norwich too. Our villages, towns and cities are packed full of history, independent cafes, shops and theatres. We have excellent shopping, eating out, top ranking schooling and affordable house prices too.
Job description
Job responsibilities
- Provide accurate, prompt, and efficient secretarial/administrative support to the Recovery College team which includes spreadsheets and reports.
- Use electronic systems to input and access information as required.
- Identify where there is more than one solution to a project issue and make recommendations.
- Writing accurate minutes for the Recovery College.
- Support the Senior Administrator with the administration of the timetable.
- To support the preparation of course materials.
- Providing guidance on Recovery College processes and Trust procedures, bearing in mind confidentiality at all times.
- Attending and contributing meetings as directed by Senior Administrator.
- First point of contact for all enquiries by answering calls and emails, and ensuring relevant information is passed on appropriately.
- To provide information to current and prospective students, internal staff and other stakeholders relating to Recovery College business.
- Liaising with internal and external parties on behalf of the Recovery College in a professional manner.
- Inform the Senior Administrator and/or the Recovery College Manager in the event of an urgent query or emergency.
- Maintain a clear code of conduct and high standards of customer service in terms of dignity and respect.
- Maintain databases relating to Recovery College business.
- Supporting with data tidying and processing as directed by the Senior Administrator.
- Log the attendances for Recovery College courses.
- Distribute course certificates.
- Keeping an accurate record of documents.
- Manually recording data into systems.
- Being mindful of GDPR at all times and ensuring confidential information is retained and stored in line with the Trust policy in an efficient and effective manner.
- Participate in ongoing audits and service development as directed by Line Manager.
- Ensure processes are followed in line the Recovery College Operational Policy.
- Provide induction, support and advice to new / temporary staff as identified by the Line Manager.
- Participate in supervision in line with Trust policies.
- Able to prioritise work effectively.
- Diary management as required for team members to include appointments / meetings, regular commitments to assist in organising the workload.
- Using the Trusts ordering system to process requisitions.
- Responsible for ordering equipment for capital projects, as specified, and liaising with suppliers regarding products and delivery dates.
- Being responsive, adaptable, and flexible to work across Trust sites.
- Undertake clerical work and support as required, including typing, faxing, photocopying, filing, maintaining diaries, booking meeting rooms and catering, setting up and tidying meeting rooms, and collecting post.
Job description
Job responsibilities
- Provide accurate, prompt, and efficient secretarial/administrative support to the Recovery College team which includes spreadsheets and reports.
- Use electronic systems to input and access information as required.
- Identify where there is more than one solution to a project issue and make recommendations.
- Writing accurate minutes for the Recovery College.
- Support the Senior Administrator with the administration of the timetable.
- To support the preparation of course materials.
- Providing guidance on Recovery College processes and Trust procedures, bearing in mind confidentiality at all times.
- Attending and contributing meetings as directed by Senior Administrator.
- First point of contact for all enquiries by answering calls and emails, and ensuring relevant information is passed on appropriately.
- To provide information to current and prospective students, internal staff and other stakeholders relating to Recovery College business.
- Liaising with internal and external parties on behalf of the Recovery College in a professional manner.
- Inform the Senior Administrator and/or the Recovery College Manager in the event of an urgent query or emergency.
- Maintain a clear code of conduct and high standards of customer service in terms of dignity and respect.
- Maintain databases relating to Recovery College business.
- Supporting with data tidying and processing as directed by the Senior Administrator.
- Log the attendances for Recovery College courses.
- Distribute course certificates.
- Keeping an accurate record of documents.
- Manually recording data into systems.
- Being mindful of GDPR at all times and ensuring confidential information is retained and stored in line with the Trust policy in an efficient and effective manner.
- Participate in ongoing audits and service development as directed by Line Manager.
- Ensure processes are followed in line the Recovery College Operational Policy.
- Provide induction, support and advice to new / temporary staff as identified by the Line Manager.
- Participate in supervision in line with Trust policies.
- Able to prioritise work effectively.
- Diary management as required for team members to include appointments / meetings, regular commitments to assist in organising the workload.
- Using the Trusts ordering system to process requisitions.
- Responsible for ordering equipment for capital projects, as specified, and liaising with suppliers regarding products and delivery dates.
- Being responsive, adaptable, and flexible to work across Trust sites.
- Undertake clerical work and support as required, including typing, faxing, photocopying, filing, maintaining diaries, booking meeting rooms and catering, setting up and tidying meeting rooms, and collecting post.
Person Specification
Qualifications
Essential
- NVQ 3 Business Administration or relevant experience
- NVQ 2 Customer Services or working towards
Desirable
- Shorthand
- Knowledge of Trust electronic record system
Experience
Essential
- Understanding and experience in a full range of secretarial procedures and systems gained through practice at intermediate level
- Working on own initiative with minimal supervision
- Preparation of agendas and minutes
Desirable
- Experience of working in an educational setting
- Supporting with data collection
Skills
Essential
- Ability to prioritise with good time management
- Interpersonal skills including taking a proactive diplomatic approach and ensuring confidentiality at all times
- ICT skills including Microsoft (especially spreadsheets and presentations, e.g. Excel, PowerPoint) or equivalent.
Desirable
- Knowledge and understanding of Recovery Philosophy in Mental Health
Other
Essential
- Excellent customer service skills
- Able to work flexibly across a range of different sites/offices
Desirable
- Ability to travel to all Trust locations
Person Specification
Qualifications
Essential
- NVQ 3 Business Administration or relevant experience
- NVQ 2 Customer Services or working towards
Desirable
- Shorthand
- Knowledge of Trust electronic record system
Experience
Essential
- Understanding and experience in a full range of secretarial procedures and systems gained through practice at intermediate level
- Working on own initiative with minimal supervision
- Preparation of agendas and minutes
Desirable
- Experience of working in an educational setting
- Supporting with data collection
Skills
Essential
- Ability to prioritise with good time management
- Interpersonal skills including taking a proactive diplomatic approach and ensuring confidentiality at all times
- ICT skills including Microsoft (especially spreadsheets and presentations, e.g. Excel, PowerPoint) or equivalent.
Desirable
- Knowledge and understanding of Recovery Philosophy in Mental Health
Other
Essential
- Excellent customer service skills
- Able to work flexibly across a range of different sites/offices
Desirable
- Ability to travel to all Trust locations
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
