Administration Officer

Client Facing Duties

1. To treat telephone calls and emails with reference to clients with strict confidentially.
2. To welcome clients and visitors to the Centre, responding to their service needs. 
3. To book appointments ensuring clients receive all necessary information.
4. To maintain and update appointment calendar, client database and waiting lists.
5. To maintain and update filing systems.  This includes creating client case files when new clients start and ensuring letters are sent to clients to indicate they have a first, missed or new appointment time.  All letters being kept in the client case file. A copy of all letters is retained on the administration computer.
6. To ensure therapists are correctly recording client information including MYMOP
7. To respond to client queries/requests in a timely and efficient manner. 
8. To report to the Centre Coordinator if the therapist/clients identifies the need for additional services which require a referral.

 Finance Duties

9. To maintain and update petty cash systems recording donations made by service users on Excel spreadsheets.
10. To be responsible for maintaining purchasing and payment of goods and services.
11. To complete BACS requisition forms for invoice payments.
12. To ensure therapists invoices are accurate and signed prior to payment. 
13. To reconcile bank transactions monthly.
14. To update the i Business Banking (IBB) on a weekly basis in conjunction with Clarke & Co. 
15. To inform Trustee that payments are ready for authorising. 
16. To lodge money as necessary in local Post Office.
17. To prepare all necessary paperwork for Centre Coordinator regarding verification spend with funders
18. To monitor sales of oils and vouchers in the Centre and re-order accordingly .

General Duties

19. To ensure that requests for outreach activities are organised efficiently.
20. To assist with event organisation including open days and Annual General Meeting.
21. To assist the Centre Coordinator in research and preparation of information for reports to Trustees, funders and in the submission of fundraising applications.
22. To collate the information required to complete monitoring returns to funders. 
23. To assist in the preparation of publicity materials to promote services to VSS clients.
24. To ensure that the Centre maintains a high standard of cleanliness and is generally fit for purpose. 

Personal Attributes, Qualifications and Skills

Essential

25.  A minimum of 1 years’ office administration and financial administration experience
26.  Experience of achieving operational targets as agreed with the Centre’s funders. 
27.  Experience of instructing others on the operational requirements and standards.  
28.  Proficient in Microsoft Office. 
29.  Experience of treating vulnerable clients in an empathetic way in both oral and written      communications.
30.  Experience of developing working relationships with funders, suppliers, and external organisations. 
31.  Excellent organisational skills.
32.  Ability to work on your own initiative.
33.  Ability to problem solve.

Desirable

34. Experience of working with vulnerable victims and survivors in a group setting.
35. Experience of working with external organisations etc. funders, auditors.
36. Knowledge of the use of complementary therapies and aromatherapy oils as an intervention in mental and physical wellbeing. 

In considering this position you may wish to visit our website at www.chwbbelfastni.org