Part Time Service Administrator Ormiston Service Belfast

Positive Futures for people with a learning disability, acquired brain injury or autistic spectrum condition – working together to achieve dreams and transform lives”   

   …through fulfilling your role in line with our organisational Values. 

PEOPLE FIRST – the people we support will always be our top priority.   

OPPORTUNITIES – we seek out opportunities to make life better for the people we support through the commitment and dedication of our staff and volunteers.   

SPEAKING OUT – working in partnership with the people we support, we will champion their rights at every opportunity with decision makers, with government – locally, regionally and nationally – and in the media.   

INNOVATION – we are a learning organisation that is always looking for new, creative and better ways to do things.   

TENACIOUS – we don’t give up – if it needs to be done, we believe it can and will be done.   

INVOLVEMENT – the people we support and our staff will always have a say in the running of the organisation and we will celebrate with our partners and stakeholders what we achieve together.   

VALUE FOR MONEY – we deliver life-long results and transform peoples’ lives in a cost-effective manner.   

EXCELLENCE – we will always aim to be the best we can be in supporting people to achieve their dreams and transform their lives.   

Core Responsibilities   

   General Administrative Support   

• Provide receptionist support and act as first point of contact between the service, external organisations, staff, volunteers and the public, both in person and by telephone, ensuring that all queries are responded to in a friendly and professional manner.   

• Deal with telephone and email enquiries.   

• Take and relay messages accurately.    

• Handle and record incoming / outgoing mail promptly in accordance with office systems.    

• Produce all documents to a high standard of layout and accuracy.   

• Maintain and develop efficient procedures / administrative systems in the office and at reception, including data management, filing and archiving.   

• Organise and attend meetings to include taking minutes as required.    

• Issue and reconcile petty cash using a computerised system.     

• Where designated, conduct regular Health and Safety checks and Health and Safety monitoring within the office, escalating any issues in a timely way.   

Professional Practice   

• Work in line with Positive Futures’ Mission, Values and Code of Conduct and Practice.   

• Take part in relevant learning and development courses / activities, and maintain your own mandatory training as required.   

• Take part in Person Centred Supervision and performance review with your line manager.   

• Read, understand and follow all policies, procedures and guidance, keeping up to date with any changes.   

General   

• Understand and respect confidentiality and maintain personal data in line with Positive Futures’ policies, procedures and guidance.   

• Carry out your duties and responsibilities in line with relevant health and safety and risk management policies and procedures.   

• Ensure that risk management processes are complied with, risks are clearly identified, and mitigation actions are taken.   

• Build and develop positive working relationships within your team and across other teams and departments.   

• Make effective use of information, communication and technology systems in order to carry out the responsibilities of the post.   

• Seek to make continuous improvements in your area of work.   

• Promote and encourage the involvement of the people we support in the everyday work of our services and the wider organisation.   

• Have regular contact with the people we support and their families and be available to them in order that their views and wishes are kept to the forefront of our work.    

• Represent the service / department and/or the organisation as required.