Administrator – Part Time – Edinburgh Part Time

Part Time – 16.00 hours per week

Main Function

To provide administrative and receptionist support to the counselling service. This will require a considerable amount of autonomous working to ensure the efficient running of the service. To be the initial point of contact for callers, either in person or over the telephone.

To support the Senior Project Worker/Coordinator of the service, the Deputy Manager when needed and counselling team, ensuring efficiency in all administrative and clerical areas, within well-defined procedures and under supervision.

Main Duties

Administrative Duties

1. Compilation and word processing of letters, memos, forms, documents, reports, leaflets, etc.
2. Undertake routine correspondence/telephone calls/emails and record as required.
3. Photocopying and ordering of stationery/requisites as required.
4. To establish and efficiently maintain a filing system, ensuring that all filing is kept up-to-date.
5. To draft and type, minutes, reports and letters as required by the team.
6. To input data when required onto database.
7. To open and sort mail and post the service’s mail.
8. To deal with client queries appropriately.
9. Responsibility for assisting with the recruiting, interviewing, supporting, training and managing volunteer admin.
10. To deal with requests for application packs, issuing application packs and making the necessary arrangements for interviews in line with CrossReach’s procedures.
11. Counsellor support in terms of admin procedures and induction of new counsellors into the systems of administration.
12. To manage the distribution of stock within the service and when required re-order stock through CrossReach’s recognised suppliers.
13. To carry out administration for training courses, other events and the letting of rooms including collecting fees, as required.
14. To allocate rooms for counselling, supervision, training etc.
15. Any other duties which may reasonably fall within the parameters of the post.

(Post may include) Financial/Statistical Duties

1. To process invoices timeously in line with CrossReach’s financial procedures.
2. To manage petty cash.
3. To accurately record income and expenditure as detailed in CrossReach’s financial procedures.
4. To provide the Senior Project Worker and Deputy Manager with up-to-date information on the service’s income and expenditure.
5. To complete monthly reconciliations and submit them within the agreed timescale.
6. To process expenses in line with CrossReach’s procedures.
7. To process donations as set out in CrossReach’s procedures.

Reception Duties

1. To welcome clients and visitors to the Service.
2. To answer the telephone dealing with callers courteously and efficiently and directing calls as appropriate.
3. To provide reception service to clients and general trades, taking all phone calls to the Service, managing the appointment and cancellations system, telephone contact with other agencies, health care professionals and CrossReach Services.
4. To provide callers with generic information on the work of the Service, directions to the service, etc.
5. To ensure that any visitors to the Service are notified in advance of any planned fire drills.
6. To assist in the handling and allocation of incoming mail.
7. To receive and distribute papers, documents, and sort, stamp and post outgoing mail.

Support and Supervision

1. Actively participate in line management supervision and appraisal.
2. Attend and be involved in staff meetings