October 21, 2010
Dear Applicant
Area Administrator
Thank you for requesting an application for the above position. Included with
this download/email you will find:
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Application Form
Job Information, Job Description and Personnel Specification
Equal Opportunities Monitoring Form
Completing the Application Form
If you wish to be considered for this position, please complete, sign and return
the application form no later than 4 pm on Monday 15 November 2010.
(Email applications and electronic signatures will not be accepted.)
Please do not send a C.V. as this will not be considered by the Panel. You
should refer to the Personnel Specification when completing the form. Only
those applicants who provide evidence of meeting the short-listing criteria will
be invited for interview. Please do not make general statements without giving
details.
Cruse Bereavement Care is a charity, in order to keep recruitment costs low
we ask that if you require this application package to be sent to you by post
that you send an A4 S.A.S.E. with £1.50 in postage to: Area Administrator
Post, Cruse Bereavement Care, 10 College Green Belfast, BT7 1LN. There
may be a slight delay in posting out application packs so please leave yourself
enough time to complete the application and return it in time for the closing
date.
Monitoring
Cruse Bereavement Care is committed to ensuring equality of opportunity in
its recruitment practice. Under N.I. legislation, we are required to monitor the
community background of all job applicants. An Equal Opportunities
Monitoring Form is included which you should complete and return in a sealed
envelope marked Monitoring Officer with your application. This will be
treated with the utmost confidentiality.
Closing Date
The closing date for receipt of completed applications is 4 pm on Monday 15
November 2010. Applications received after this time will not be considered.
Sincerely
Deborah Madden
Area Coordinator
CRUSE BEREAVEMENT CARE – BELFAST AREA
JOB DESCRIPTION
Job Title:
Area Administrator
Duration:
post
One year contract with possibility of extension or for the
to be made permanent
Hours:
35 hours per week with some evenings and week-ends
Salary:
£14, 014 to £17, 837
Responsible to:
Area Coordinator
Location
10 College Green, Belfast, BT7 1LN
Summary
Cruse Bereavement Care is a U.K. registered charity that provides support to
anyone experiencing difficulties dealing with a bereavement caused by death.
The Belfast Area office provides bereavement support sessions to adults,
young people and children, as well as providing group support for adults,
information sessions, and a variety of training for volunteers and the general
public.
To purpose of this post is to oversee the day to day operations of the Belfast
office and to carry out administrative duties as required by the Area
Coordinator.
Main Responsibilities
1. To organise and manage the day to day running of the Belfast Area
office.
2. To oversee the presentation and daily operation of our facilities, to
ensure a high standard of service to our clients, and to support the work
of our volunteers.
3. To respond appropriately and sensitively to a wide range of telephone
enquiries, including referrals from bereaved people, and to provide
information about Cruse services to clients, care-givers and other
agencies.
4. To oversee the appropriate allocation of client appointments with
bereavement support volunteers and to manage the digital diary system.
5. To organise and prioritise all administrative work and to delegate to other
office staff and volunteers, as appropriate, ensuring that all
administrative and reporting deadlines are met.
6. To supervise and invigilate the work of appropriate staff and
administrative volunteers.
7. To manage the day to day financial administration, including petty cash,
handling and receipt of donations, accounts payable and receivable,
preparation of bank lodgements and monthly account reconciliation.
8. To act as minute secretary at committee meetings and distribute all
minutes and documentation to committee members in the time required.
9. To ensure all client and volunteer statistics are kept up to date, stored
securely and are available as required, and to oversee the data entry of
information and ensure a high standard of information storage is
maintained for quality assurance purposes.
10. To oversee the maintenance of secure manual and digital filing systems
and effective administration systems, including maintenance of our data
base.
11. To prepare a range of standard reports to Cruse Regional and Central
Offices, and to our funders, as required.
12. To manage the administration of training courses, conferences and other
activities.
13. To prepare office communications and monitor that all correspondence
and documentation is of a high standard and that protocols around
confidentiality are maintained.
14. To ensure that the staff and management and administration handbooks
are kept up to date.
15. To ensure that a supply of literature, stationery and other supplies are
available.
16. To carry out any other duties appropriate to grade.
17. To undertake training and supervision as appropriate.
18. To maintain confidentiality at all times.
This Job Description is not intended to comprehensively list the
responsibilities of the post, but to indicate the main areas which at this stage
appear to be the essential requirements of the post.
CRUSE BEREAVEMENT CARE
PERSONNEL SPECIFICATION - AREA ADMINISTRATOR
General
The candidate selected will possess excellent communication skills, written
and oral, as well as excellent organisational abilities and good attention to
detail. They will be proactive in the job and able to work in a self-directed
manner, raising issues to the Coordinator as appropriate, with the ability to
prioritise their workload, work under pressure and meet essential guidelines.
They will be able to work alone or as a member of a team, with staff and
volunteers at all levels within the organisation. They will have excellent IT
skills with a comprehensive knowledge of MS Word 2007 and all its
applications.
They will have the ability to deal sensitively and professionally with a range of
people from various backgrounds, clients, co-workers and volunteers. They
will be willing to participate in line-management and supervision sessions and
to undertake additional training and personal development according to the
needs of the post. They will be able to carry out their duties with full regard to
the organisation’s equal opportunities policy, to positively promote the values
of customer care, and the aims and objectives of Cruse Bereavement Care
specifically.
They will be willing and able to work their contracted hours flexibly, according
to the needs of the organisation, including regular monthly evening meetings
and other occasional work during evenings and weekends. They must be
prepared and able to travel occasionally to other Cruse offices throughout the
Northern Ireland region to attend meetings, training and events.
Essential
1. A minimum of 2 years employment experience in an administrative role
with financial responsibilities.
2. At least 2 years employment experience using MS Office software, to
include word processing of a range of documents, use of
spreadsheets, use of Access data base applications, internet and
email.
3. A minimum of 5 G.C.S.E.’s or equivalent, to include Maths and English,
with a minimum C grade achieved in all subjects.
4. Experience of supervising and training other staff and of overseeing
and delegating work to other members of a team.
5. Experience of providing information or support over the telephone.
Desirable
1. Knowledge and understanding of bereavement and loss issues.
2. Understanding and experience of the voluntary or counselling sectors,
their ethos and values.
3. Office management experience.
4. A recognised word processing, administrative or financial qualification.
5. Experience of working or coping with potentially stressful or distressing
situations.
6. Holding a valid driving licence and having access to a car for work
purposes.
7. Experience of working with confidential records, knowledge of data
protection legislation and confidential data handling practices.
Summary of Main Terms and Conditions
The post is initially for a term of one year. This may be extended or made
permanent upon review. The post is subject to a six-month probationary
period. Normal office hours are Monday to Friday 9:00 am – 5:00 pm inclusive
of meal breaks.
For this post the working hours are 35 per week, exclusive of meal breaks.
The person appointed will be expected to adopt a flexible attitude to working
hours as some meetings may be in the evenings or during unsocial working
hours.
Holidays are 25 days annually pro rata (plus statutory days).