SENSE – CHILDREN’S SPECIALIST SERVICES
Proposed Job Description
Post:
Centre and Business Administrator
Grade:
Proposed Sense Pay Points 20-24
Report To:
Business Development and Support Services Manager
Hours of work:
28
Purpose
a) To be responsible for co-ordinating one of the following aspects of Children’s
Specialist Services income-generating training and consultancy work:
 Commissioned training and consultancy work

 Evaluation
OR

Supporting the team to understand and use our customer relations
database
b) To act as an initial point of contact for Children’s Specialist Services incomegenerating work providing a customer focused service on behalf of the senior
managers with Sense colleagues and external agencies, facilitating
productive working relationships and quality outcomes
c) To work as a team member in contributing to the continuous improvement of
business support nationally within Children’s Specialist Services and be the
national lead for particular areas of business support
d) To organise and supervise all administrative activities that facilitate the
smooth running of a specified locality team and base(s)
Key Responsibilities
Income generating training and consultancy work
1.
To receive and respond appropriately to enquiries from Local authority,
Health and Education professionals, who wish to commission a place or
service from Children’s Specialist Services. In conjunction with the
Business Development & Support Services Manager (BDSSM), to provide
tailor-made quotes as appropriate
2.
To ensure all paperwork is in place and signed before the training or
consultancy work occurs. This will include as appropriate: risk assessments,
Service Level Agreements and/or booking forms.
3.
To organise events as necessary by identifying and booking suitable
venues, catering, transport, communication needs, sourcing
trainers/consultants, producing publicity and coordinating training materials,
attendance registers, name badges and certificates of attendance
4.
To maintain appropriate files and databases regarding potential leads,
courses or Service Level Agreements ensuring that the status of each is
recorded and tracked, facilitating timely SLA renewals and highlighting risks
to delivery as appropriate
5.
To ensure that all training and commissioned work is appropriately
evaluated in a timely manor, responding and resolving any issues where
possible and tracking resolution if needed to be escalated to management
6.
To liaise with all members of the national Children’s Specialist Services
team and the Finance department to ensure that all services are processed
for payment in a timely manner
7.
To identify and respond to opportunities to maximise income generation and
course promotion
8.
To assist with interviews and presentations to Local Authorities, schools and
health services where required
National Business support
9.
To work collaboratively with other business support staff and provide cover
for sickness and holidays
10. To work with the BDSSM to ensure that operational systems and structures
are developed, embedded and adhered to, which support the effectiveness
of the national team
11. To take the lead for specified projects being undertaken to support the work
being undertaken by Children’s Specialist Services.
12. To track and monitor service action plans and raise issues with the relevant
Manager
13. Any other duties required that are consistent with the nature and grade of
this post.
Locality support
14. To develop, implement and maintain routine administrative systems to ensure
that the day-to-day operations of the locality and centre run smoothly
15. To manage the office space and be responsible for the procurement and
distribution of office equipment and various supplies, to ensure the smooth
running of the services within the designated area
16. To ensure that the building is maintained and organise repairs as
necessary. Communicate and liaise with the Facilities Team and the
Estates Department as appropriate/when necessary
17. To ensure security, cleanliness and Health and Safety at Work requirements
are being complied with. Ensure the building is tidy and presentable and
undertake general housekeeping duties
18. To deal effectively with a range of enquires from callers from inside and
outside of Sense building rapport, responding and resolving where possible;
escalating as appropriate to other members of the locality team or the
BDSSM
19. To ensure that all visitors – including those with sensory impairments – are
greeted and helped to the highest standard
20. To set up, develop and maintain computerised and manual record systems
as appropriate, so that comprehensive and accurate information is
available. Such information will be used to support the collation and
presentation of statistics for quarterly performance reporting as external
agencies
21. To be responsible for the smooth running of identified meetings and
telephone conferences as requested by the Children’s Services Manager
and BDSSM. This includes booking venues, catering and interpreter
support and taking minutes
22. To be responsible for the Locality petty cash and to assist in processes
relating to banking, income invoicing and expenditure monitoring. To assist
in the processing of payroll and expense claim forms
23. To be responsible for filing and archiving appropriate documentation relating
to service users and staff
24. To monitor requirements for inspections of vehicles and equipment used in
the services ensuring that required inspections are booked and carried out.
(i.e. PAT testing, alarm and call system servicing, hoist servicing, vehicle
servicing and M.O.T.’s etc)
25. To be responsible for creating and maintaining information regarding local
services and contacts for use within the team
26. Working with the Children and Families Support Workers organise a range
of Family events including taking the lead on providing full administration
support and coordination of the events including providing support to
volunteers
27. To be an identified key holder for the centre and be available for opening
and closing the building if required. This includes occasional late closing
and weekend opening.
28. To line manage the Locality Officer, delegating and supervising tasks as
appropriate, identifying development opportunities and undertaking regular
supervisions and appraisals
29. To comply with Sense policies and procedures regarding the operation of
services, and the employment of staff, whilst actively promoting the
principles of equal opportunities and working in a manner that maintains a
safe, healthy and supportive environment
SENSE - PERSON SPECIFICATION
Post:
Centre and Business Administrator (Children’s Specialist
Services)
Education and Training
Essential
Desirable
Good standard of numeracy and literacy. BSL level 1
Proficient in the use of MS Office,
Evidence of continuing professional
including word, excel and outlook to
development
intermediate level
Knowledge and understanding of the
Experience of using databases to run
needs of deafblind children and young
reports.
people and their families.
Proficient in the use of databases to
Experience of using a customer
record work.
relationships management database.
Achievements and Experience
Essential
Desirable
Excellent communication skills
Experience of developing administrative
systems
Demonstrable experience in an
Experience of petty cash reconciliation
administrative/secretarial role
Evidence of being able to work on own
Proven experience of using databases;
initiative and ability to demonstrate
including the ability to produce reports
practical problem solving skills
Ability to work in a team and in isolation Prior experience of setting up agreements
between services
Experience of responding appropriately Knowledge of data protection
to queries from a number of different
sources – including internally and
externally.
Proven experience of balancing
priorities that sometimes appear to
conflict, ensuring that you can deal with
important issues as they arise without
losing control of the routine.
Prior experience of setting up and
administering training courses
Skills & Abilities
Essential
Highly organised and able to manage a
busy and wide-ranging workload.
Desirable
A willingness to develop the ability to
communicate with people who are deaf,
blind and deafblind.
Able to assume ownership of tasks and
see them through to completion
consistently meeting deadlines
Evidence of a practical commitment to
the principles of equal opportunities
High level of attention to detail, reliable
and able to produce work of a
consistently high standard.
Skilled in influencing, obtaining
information and building sustainable
working relationships.
Demonstrates high standards of
confidentiality, discretion, tact and
diplomacy.
Notes:
1. The post holder will be required to undertake occasional work during
weekends and evenings.
2. The postholder will be infrequently need to travel nationally including
overnight stays