Nighttime Administrative Assistant

As the Nighttime Administrative Assistant, the key responsibilities associated with the job role include:

• Perform clerical duties such as answering, screening and de-escalating telephone calls.
• Input, update and maintain the CRM system with accurate information for future analysis by the Senior Management Team.
• Filing, both manual and electronic, ensuring an adequate supply of client therapy forms and photocopy when required which adheres to GDPR regulations. 
• Handling all client queries and responding in an empathetic manner to requests.
• Operate within a triage framework to risk assess client crisis scenarios and determine appropriate courses of action for de-escalation and support. (Full training will be provided to the successful candidate).
• Maintain the appointment system and follow up on client’s appointments as and when required.
• Redirect telephone calls, which are unrelated to PIPS and signpost to other relevant statutory, community and voluntary organisations, eg, Food Banks, Men’s Shed, etc.
• Develop good relationships with staff and volunteers throughout PIPS.
• Manage your own time effectively to achieve deadlines.
• Plan and organise own work to achieve results that are aligned to personal and corporate objectives.
• Have knowledge and understanding of, and contribute to, PIPS’ strategic objectives and how your role and personal objectives contribute to their achievement.
• In the event of a counsellor being unavailable, all communication to be sent via email.
• Participate in training and personal development as agreed with your Line Manager.
• Open building if required.
• Follow the end of day procedure for locking up the building and activate alarm system if required.
• Fill out the Handover Sheet detailing any tasks of high priority and/or high risk that require resolution asap to all Reception Staff and members of Senior Management. 
• Any other reasonable management request.

ESSENTIAL CRITERIA:

Qualifications

• Five GCSE qualifications at Grade C or above to include both English language and Maths.

Experience

• Two years administrative experience working in a busy office environment gained within the past three years.

Skills and Attitudes

• A high level of computer literacy and IT skills regarding common Microsoft platforms and applications.
• Accuracy and attention to detail.
• Excellent organisational skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Willingness to work flexibly.
• Self‐motivated, adaptable, enthusiastic and positive approach.
• Ability to work to a high level of accuracy.
• Confidential, diplomatic and approachable with a high standard of service.
• Ability to prioritise, work to strict deadlines and have excellent time management.

DESIRIBLE CRITERIA:

Experience working in a charity.