Administrator

Job Description

Title:

       Administrator

 Contract:                  37.5 hours per week

Accountable to:        Head of Operations

Notice Period:

        1 Month

Salary Scale:             £24,785 FTE per annum

        27 days, plus bank holidays, leave per annum

Background
SV2  is  a  company  Limited  by  Guarantee  which  is  registered  with  the  Charity
Commission (Registered Number 1077863).

The registered aims of the Charity are:

to help relieve the suffering and distress of persons who have been raped or

to advance the education of the public in the subject of rape and sexual
abuse and their effects.

 to help relieve the suffering and distress of persons who have been raped or

to advance the education of the public in the subject of rape and sexual

•
     sexually abused; and
•

The registered activities are:

•
     sexually abused.
•
     abuse and their effects.

Purpose of the Job
To  provide  high  quality  administrative  duties  to  the  SV2  team,  across  all  services  and
ensure  the  proper  flow  of  office  procedures.  The  administrator  should  maintain  a
positive  and  friendly  company  image  by  acting  as  the  first  line  of  contact  to  visitors,
clients, and stakeholders in person, online, and via telephone. The Administrator will be
responsible  for  answering  the  phone  line,  taking  of  referrals  and  signposting  ensuring
appropriate notes are made on the Organisation’s secure database.

Accountability
The Administrator(s) are line managed by the Head of Operations.

Main Duties and Responsibilities

1.  General
•  Managing  correspondence  by  answering  the  phone  line,  managing  emails  and

•

sorting post
Input referrals on the Organisation’s secure database which requires a high level
of attention to detail

•  Allocate clients to relevant staff including sub-contractors as directed
•  Assist  in  planning  and  arranging  events,  including  organising  catering  when

required

•  Assist in arranging meetings by booking rooms, printing required paperwork and

organising refreshments

•  Manage the reception area and look after visitors
•  Answer phone calls and transfer them as necessary
•  Draft, format and print relevant documents as required
•  Maintain stock lists and order office supplies as needed
•  Create agendas and take meeting notes in a variety of meetings
•  Assist in purchase orders and invoicing
•  Communicate with relevant staff to make and confirm travel arrangements
•  Manage outgoing post and record data on special deliveries
•  Photocopy and file appropriate documents as needed
•  Report and follow up on maintenance issues
•  Support recruitment processes as required
•  Work  within  the  required  time  frame  to  ensure  all  referrals  are  processed

efficiently and effectively

•  Produce  reports  and  data  in  line  with  funder  and  contractor  requirements,  and
the General Data Protection Regulations, using agreed frameworks as specified
by the management team. This will include data collection and analysis

•  Be  the  point  of  contact  for  room  bookings  ensuring  that  room  bookings  are

recorded correctly

•  Record staff absence and email/contact appropriate managers, clients, etc
•  Undertake a fire warden role and uphold health and safety within the organisation
and  ensure  regular  checks  of  health  and  safety  equipment  or  systems  takes
place

•  Undertake First Aider role, training will be provided
•  Participate in service promotion
•  Be aware of, and work within, SV2’s Safeguarding policies and procedures
•  Be aware of, and work within, SV2’s Confidentiality policies and procedures

2.  Planning and Development

•  Develop  positive  relationships  with  partners  such  as  the  police  and  other

providers to ensure a smooth referral pathway

•  Develop  and  maintain  knowledge  and  skills  relevant  to  this  area  of  work  which

meet the needs of the Organisation

•  Monitor,  maintain,  plan  and  prioritise  own  workload  whilst  working  under

pressure

3.  Communication and Public Relations
•  Raise awareness of services in line with SV2’s Communications Strategy
•  Ensure communication between agencies is effective
•  Represent the service in a professional manner
•  Support recruitment processes as required
•  Support internal and external communications (e.g. update website, social media

and any newsletters, etc.) to ensure accessibility and brand compliance

4.  Other duties
•  Work  within  SV2’s  Health  &  Safety  Policy  and  take  responsibility  for  personal

Health & Safety

•  Undertake  training  and  attend  regular  line  management,  appraisals,  clinical

group supervision, management meetings and team meetings, as required

•  The  post  holder  is  expected  to  carry  out  all  such  additional  duties  as  are

commensurate with the role

Person Specification

Attributes

Criteria
(E) Essential (D) Desirable
(Only essential criteria will be considered when undertaking the
job evaluation process)

Qualifications   Minimum of Grade C in Maths and English (E)

Method of
Assessment
e.g. Application Form/
Interview/ Presentation/ Test
Application

NVQ Level 3 Business or Administration or equivalent
or qualified by relevant experience (E)

Application

NVQ in Health and Social Care Level 3 or equivalent
(D)

Application

Experience

Relevant IT Qualification (e.g. CLAIT) (D)
Ability to work with minimal day to day supervision (E)

Application
Application/ Interview

A  minimum  of  two  years’  experience  of  undertaking
administrative duties (E)

Application/Interview

Experience  in  delivering  services  in  a  confidential
environment (E)

Application/ Interview

Using
Microsoft Office (E)

IT  systems  and  packages,

in  particular

Application/Interview

Working as part of a team and on own initiative (E)

Application /Interview

Responding to queries and problem solving (E)

Application/Interview

Diary  management  and  appointment  booking  using
manual and computerised systems (E)

Application/Interview

Experience  of  minute  taking  and  accurate  recording
of meetings (E)

Application/Interview

Experience  of  being  the  first  point  of  contact  for  the
public (E)

Application/Interview

telephone  calls

Experience  of  answering
in  a
professional,  sensitive  and  confidential  manner,
including  responding  appropriately  to  distressed  or
upset  callers,  handling  enquiries,  taking  accurate
messages and signposting appropriately (E)

Application/Interview

Experience  of  liaising  with  professionals  from  a
variety of organisations (D)

Application/Interview

Experience  of  working  with  excel  data  collection  and
data analysing (D)

Application/Interview

Familiarity  with  the  issues  confronting  people  who
have experienced sexual violence (D)

Application/Interview

Knowledge &
Skills

Able  to  communicate  in  a  concise  and  professional
manner with a range of people at various levels, both
internal and external to the organisation (E)

Application/Interview

Knowledge  of  relevant  legislation  specifically  data
protection and safeguarding (D)

Application/Interview

Ability  to  demonstrate  a  methodical,  organised  and
flexible approach to work (E)

Application/ Interview

Effective  listening,  verbal  and  written  communication
skills  including  delivery  of  relevant  training  to  other
staff (E)

Application/Interview

Computer
Microsoft Office package (E)

literate  with  a  working  knowledge  of

Application/Interview

Competent multi-tasking skills (E)

Application/Interview

Ability
demands (E)

to  work  under  pressure  with  conflicting

Application/Interview

Ability to plan, organise and prioritise workload to
meet deadlines. (E)

Application/Interview

Other

Must hold a valid driving licence and have access to a
reliable  transport  which  will  need  to  be  insured  for
business use (E)

Application

This post is subject to an Enhanced DBS check (E)

Interview

The Post Holder will be required to carry a work
mobile phone during working hours

Application