Administrator

The role of the Administrator

The administrator is responsible for helping to keep the smooth running of daily operations at able2achieve. You will collaborate with employees, oversee operations within the company, communicate with management and take part in planning the needs of the company.

Competency framework

Being People Centred  ·  Effective Communication  ·  Working Together  ·  Delivering Results

Effective leadership – Not required for this role

KPIs

• Oversees the company's online databases – Internal CMS, QCS, Rota Cloud and SharePoint
• Observes and assesses learners in day provision and social enterprises to create short term aims to ensure they gain the skills needed for future employment opportunities
• Be responsible for maintaining Staff's HR and Training Records
• Assist with work preparation for learners who wish to gain administration skills
• Demonstrates understanding of and adherence to safe working practices to promote own safety and safety of others
• Be welcoming, friendly and give support to anybody accessing the administration department

Ways in which you might show or measure this? Monthly reports; data collected on the online databases; adherence to process and policies, QCS reading list; Complaints, Concerns and Compliments Log.

Being people centred

The administrator's role is vital in supporting able2achieve with their administrative services. The administrator is accountable for ensuring that they offer a welcoming, supportive atmosphere for staff, learners and visitors of able2achieve.

• Observe and assess learner's needs in the social enterprises and day centres to determine short term aims
• To make sure that all that we do revolves around improving learner and staff experience
• To deal with all customer contact effectively, and courteously, in line with the authority's policies and procedures
• Apply and actively promote the principles of the Organisation's Equal Opportunities Policy in all areas of employment and service delivery
• To maintain confidentiality and to ensure working practises are secure
• Ensure that all staff are treated equally in line with the company's policy and procedures
• Organise Learner Specific Training for Staff to attend
• To arrange a rota process and cut off period where agency staff can be booked

Ways in which you might show or measure this? Feedback from team members/staff/learners/visitors; Training Records; Short term aims achieved.

Effective communication

The administrator has an active role in giving effective support throughout the company and should demonstrate this through timely and effective recording and reporting.

• Liaise with social enterprise and day centre staff on how to help learners achieve their short term aims
• Receive telephone calls and messages sensitively, ensuring effective communication and courtesy at all times
• Organise and manage the diary with other managers and administration staff ensuring that meetings and requests are communicated to the team
• Manage a "Training" Calendar so that all managers can view and co-ordinate staff to attend
• Co-ordinate the requests for support on tasks such as liaising and communicating with administration staff and house locations, co-ordinate support timetabling, assisting with projects
• Manages correspondence by answering emails and sorting mail

Ways in which you might show or measure this? Assessment evidence records; Evidence of collaborative working; Emails/calendar/databases.

Working together

The administrator needs to work as part of a team and is expected to work effectively and collaboratively with all colleagues in support to staff, management and learners.

• Work closely with care management to ensure rotas are complete
• Produce reports from rota cloud to generate any additional hours or deductions for employers for the company's monthly payroll run
• To undertake any other duties, which are required in support to the work of the company
• Creating meeting agendas and taking minutes
• Liaise with external organisations to book any required training
• Support management by informing them of any required training
• Work closely with Directors

Ways in which you might show or measure this? Having honest conversations with team members; Contribution in team meetings; Evidence of working together; Time keeping and sickness record.

Delivering results

The administrator is accountable for ensuring that the office is running effectively on a day-to-day basis.

• Observe learners to ensure they are achieving their short term aims using the chosen progression route
• Compiling rotas and assigning contracted shifts to staff. Ensuring rotas are completed two weeks in advance with able2achieve staff and where there are still gaps booking agency staff
• Create, order and distribute certificates for attendees of training as necessary
• Take initiative where necessary, prioritising the workload to ensure deadlines are met

Ways in which you might show or measure this? Achievements of relevant KPIs; Feedback from team members/learners/staff; Results of internal and regulatory inspection; Team meetings.

Person specification

This section outlines the things you will need to be able to demonstrate to be a successful Administrator. We expect that people will work to able2achieve's values in everything we do.

Values

• Being people centred
• Empowering, including and respecting all people
• Challenging wrong ways of thinking about learning disability & Mental Health
• Transforming and enhancing lives
• Being innovative and developing new ideas

Behaviours you will need

• Positive about working for able2achieve E
• Works well with all of their colleagues E
• Takes responsibility for their own development E
• Encourages continual improvement and raising standards in service delivery E
• Ability to make sound decisions based on information and evidence D
• Great eye for observation and work with extreme diligence E

Experience you will have

• Experience of contact/working with adults with learning disabilities D
• A working knowledge of Microsoft Office, including Word, Excel, PowerPoint and Outlook and the ability to quickly take on in house IT working practises D
• Appreciation of the Care Quality Commission (CQC) inspection regimes E
• Understanding of human resource practises E
• Understanding of health and safety E
• Experience of working as part of a team, understanding a variety of roles and responsibilities appropriate to service needs E
• Significant experience in administration functions E
• HNC/HND or NVQ level 3 or equivalent in Business Administration or equivalent experience of at least 3 years E

Knowledge you will have gained

• Forward planning skills D
• Flexible approach to problem solving E
• Ability to instil in others a feeling of confidence E
• Knowledge of current legislation and company policies and procedures E

E = Essential   D = Desirable