Assistant Administrator for Services -Job Description & Person Specification
Reviewed 12.18/11.25
Job Description and Person Specification
Overview: To support the Service Managers in administration duties
EFFECTIVE DELIVERY
● To demonstrate respect and dignity to those
whom the Trust support
● To
communicate
effectively
and
appropriately
TECHNICAL
● To ensure all documentation is completed
to a high standard in accordance with
requirements and is well organised and
kept up to date
● To assist in creating an environment that is
● To co-ordinate meetings, Client reviews and
supportive and positive
other events as required
● To collaborate to seek the best outcome for
the Trust, supporting other teams where
appropriate
● To take ownership
● To deliver on commitments in a timely way
● To respect the contribution of others
● To recognise the achievements of others
● To feedback observations and ideas and
share learning
● To identify problems and opportunities
● To be proactive
● To prioritise and coordinate a workload
● To be a collaborative, efficient and effective
team member
● To seek continuous improvement
● To encourage trust through own actions
● To assist in producing Client care plans and
health action plans
● To assist in keeping Client inventories up to
date
● To assist in designing and producing easy
read documentation
● To assist in keeping the staff training,
annual leave and sickness records up to
date
● To carry out petty cash checks and weekly
reconciliation along with client money
checks
● To collate short break returns as required
● To distribute and collate Client and relatives
satisfaction questionnaires
● To protect, identify and safeguard from
abuse all vulnerable people and undertake
the correct procedures for reporting a
safeguarding concern
● To be able to prioritise and co-ordinate your
workload
● To participate fully and flexibly as a team
member, working between services as
required
● To actively participate in staff and other
meetings
● To take all reasonable health and safety
precautions and to participate in suitable
instructions in such matters.
● To notify senior staff of any deficiencies
observed in other provisions made by the
Orchard Trust.
PERFORMANCE MANAGEMENT
● To undertake any training deemed necessary
● To fully prepare for appraisal meetings
Reviewed 12.18/11.25
PROFESSIONAL CONDUCT
● A willingness to seek guidance if in doubt
● An ability to work in an orderly and methodical manner
● To maintain and establish good relationships with professionals, colleagues and anyone you
come into contact with through your role
● To always behave in a professional manner
● To display a personal appearance that is clean, appropriate and tidy and dress accordingly
● To assist with Orchard Trust fund-raising activities
● To uphold and demonstrate the values of Orchard Trust and apply these to all internal and
external interactions.
● To act as an ambassador for the Orchard Trust
● To maintain confidentiality in line with policies and procedures of the Orchard Trust.
● To express views in a constructive way
● To adhere to all Policies and Procedures
Reviewed 12.18/11.25
Key Skills and Person Specification – Assistant Administrator for Services
Team Working
Communication
and interpersonal
skills
Literacy and
Numeracy
What we are looking for
♦ Is flexible, reliable and adaptable;
accepting change at short notice
♦ Is actively involved in promoting high
standards
♦ Has a ‘can do’ positive attitude
♦ Able to work on own initiative and as
part of a team
♦ Problem solver and prepared to go the
extra mile
♦ Complies with all aspects of statutory
and Orchard Trust regulations
♦ High level of emotional resilience
♦ Communicates and listens effectively at
all levels
♦ Maintains confidentiality
♦ Excellent communication, telephone,
administration and record keeping skills
♦ Act with integrity
♦ Able to read, comprehend and write
neatly, legibly and accurately.
♦ Take minutes
/
Disciplinaries and type them up to a
high standard
of meetings
What this might look like
You will actively support the managers effectively and
resourcefully to maintain a high quality department
You are self-motivated and flexible to change, sometimes
without much warning
You will work collaboratively within your team, treating
each member with dignity and respect
To occasionally work outside standard working hours
Able to make decisions and generate solutions to any
problems
Ensures efficient communication with managers and team
Ensures all sensitive documentation is secure
Shares information effectively
Promotes the Trust in a positive light
Able to use a shared telephone system effectively
Word processed and written documentation completed to a
high standard
Records completed accurately
Able to accurately maintain Clients and Trust expenditure
records
♦ High level of grammar and ability to
spell accurately
♦ Able to undertake simple mathematical
calculations
♦ Able to write factual information rather
than opinion in a succinct way
♦ Have excellent IT skills. Be able to use a
computer effectively and have a working
IT
Reviewed 12.18/11.25
Planning
Experience
Training and
Development
Creativity
Initiative
knowledge of GoogleDocs, Microsoft
Word, Excel, Powerpoint
♦ Complete and update staffing rota’s
♦ Excellent time management
♦ Good organisational skills
♦ Experience working in a busy
administrative and office environment.
♦ Evidence of working as part of a team
♦ A good standard of education
♦ Excellent administration skills
♦ Responds to constructive feedback in a
positive way
♦ Undertake all training deemed
necessary
♦ Uses reflective practice to improve
performance
♦ Able to share ideas and new learning
♦ Challenge conventional wisdom, hunt
for great ideas from industry, other
organisations, training and peers
♦ Be proactive
♦ Ability to be self motivated and strive
towards high levels of achievement
Able to manage workload effectively and efficiently,
ensuring that all required tasks are completed
Have previously worked in an office environment and
undertaken administrative tasks
Evidence of and good ability to work as part of a team
GCSE English Language or equivalent
Good experience of or qualifications in administration and
IT
Reflect on your working practises. What was good, what
wasn’t so good, how can I improve and how will I do it
next time.
Actively seek feedback about work performance
Use feedback from others to improve work performance
Takes responsibility for and has a commitment to training
Voice your views and ideas , even if different from others
and gain insight from the world around you
Be proactive by researching into new initiatives, ideas
Overcome obstacles
Look for new opportunities and be willing to initiate new
ideas
As users of the Disability Confident Scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for
all advertised vacancies.
Reviewed 12.18/11.25