Administrative Co-ordinator

PURPOSE

The Administrative Co-ordinator is a newly created post, crucial to our development, and pivotal in delivering competent administrative support to the Clinical Practice Manager and Volunteer Counsellors and placement Students of Harbour Counselling Service. This will enable them to continue to bring a professional and confidential counselling service to all in need.

ACCOUNTABILITY AND SUPPORT

The Administrative Co-ordinator reports to the Clinical Practice Manager who is accountable to the Board of Directors of Harbour Counselling Service and Funders. The Clinical Practice Manager will provide the appropriate coaching and support. The Administrative Co-ordinator is accountable for the effective performance of all administrative procedures and will have the support of a team of volunteer administrators in carrying out responsibilities as delegated by the post holder.

DIRECT REPORTS

 A collaborative relationship is expected to further the aims of the service and ensure the smooth running of administrative tasks.

KEY ROLES AND RESPONSIBILITIES

Working closely with the Clinical Practice Manager, the duties and responsibilities of the Administrative Co-ordinator will vary based upon the needs of the organisation. Tasks will be carried out independently or delegated through the recruitment, training, and oversight of appropriate administration volunteers. Responsibilities will include, but are not limited to:

FIRST POINT OF CONTACT

Often as the first point of contact, the role will be to provide an appropriate and professional reception, hospitality and information service to clients, counsellors, colleagues, and visitors to Harbour Counselling Service ensuring their interaction with the organisation is a consistently positive experience:

• Build a confident profile via social media.
• Provide sensitive and professional, accurate and appropriate face to face, telephone and online contact and information to clients, counsellors, and other healthcare professionals.
• Support the warm and welcoming first impression for visitors by ensuring clear instructive signage, a friendly welcome, and a clean and clear waiting area.
• Ensure reception and welcome personnel are present at all times of opening to receive clients and visitors to Harbour Counselling Service. Communicate effectively and appropriately with clients and counsellors to support efficient time keeping and hospitality before and after appointments.
• Maintain effective security and health and safety procedures including annual PAT testing of equipment.
• Support the service with internal, external events and fundraising activities.

ADMINISTRATION

As the Administrative Co-ordinator your role, in collaboration with the Clinical Practice Manager, will be to implement and enhance the office procedures and administrative tasks that will enable the Clinical Practice Manager and Volunteer Counsellors to provide a seamless and effective counselling service to their clients:

• Be fully conversant and up to date with the Data Protection Act 2018 and GDPR, ensuring Agency compliance with regulatory and professional bodies.
• Process approaches to Harbour Counselling Service through our website. Administer the set-up, maintenance and archiving of unique and confidential client folders using Office 365(Outlook and Applications including SharePoint and One Drive).
• Work with Volunteer Counsellors to arrange initial assessment appointments and oversee calendar entries for ongoing client sessions; gather data on attendance for reporting.
• Provide written documents (posters, letters, spreadsheets, client facing forms, newsletters) as required by the Clinical Practice Manager, Counsellors and Board of Directors of Harbour Counselling Service.
• Ensure efficient use of rooms within Harbour Counselling Service and adequate administrative cover.
• Cooperate effectively and respectfully with colleagues in all areas of the organisation to further the aims of the charity.
• Order and maintain stationery stock and other equipment as required.
• Ensure all computers and communication systems including telephones and online enquiry systems are operational, and that communication channels are open, particularly during opening times.
• Liaise with others to resolve day to day and long-term issues affecting building, contents, and IT equipment.

 FINANCIAL TRANSACTIONS

The role will include processing and recording everyday transactions including oversight of petty cash procedures:

• Accurate implementation of the financial procedures required to receive and bank donations from funders, and contributions from clients.
• In liaison with the Clinical Practice Manager and Treasurer, arranging contracts with utility providers – electricity, broadband, phone.
• Submitting monthly electricity meter readings to provider.
• Liaising with insurance brokers regarding annual employers’ insurance and professional liability insurance to ensure efficient use of funds and appropriate levels of cover.
• Acknowledgement of donations and provision of Gift Aid forms as required.
• Manage regular contributions and prepare Gift Aid scheme claim annually.
• Liaising effectively with the organisation’s Treasurer on the recording of financial transactions and oversight of expenses, invoices, and petty cash.

REPORTING

The role will include supporting the Clinical Practice Manager by recording and collating data and monitoring service outcomes:

• Ensure efficient and robust processes for data collection.
• Gather service outcomes and summaries in collaboration with Clinical Practice Manager to provide accurate monthly and annual statistics.

CONTINUOUS IMPROVEMENT

We are constantly evolving and growing as an organisation, and we actively seek ideas from everyone involved about how we can continuously improve on the service we provide to those in need and those who serve.

This job description is regarded as a guide to the accountabilities associated with the new Administrative Co-ordinator role. Additional or alternative tasks within the capability of the role-holder may from time to time be required.

This job description is open to review by Harbour Counselling Service at any time. This is a newly created post with a commitment to continue and evolve, subject to review and funding. Funding for one year initially with probation period of 3 months.

Salary £21450-£24375 (The salary will be pro-rata for 15 hours based on this full-time equivalent of 37.5 hrs)

Hours of Work: 15hrs (flexibly worked over Harbour times of opening, some evening work may be required)

Initially a blend of office (Perth based) & homeworking.

Closing date: Friday 25th June 2021

Interviews: Thursday 1^st July 2021

Start: End of August (negotiable)

Please send CV to This email address is being protected from spambots. You need JavaScript enabled to view it.. Or apply by mail to arrive by the closing date.

Attach a covering email explaining what attracts you to this post and how you meet the requirements above and below, giving clear examples.