The administrative support is answerable to the senior leadership team. The purpose of the role is to provide administrative support to the board of trustees including taking meeting notes and/ or minutes, maintaining records both electronic and paper, scheduling meetings, communicating with trustees and the trust membership. They are to provide administrative support to the management team including keeping notes of meetings, typing up notes, maintaining confidential records for vulnerable users, recording residential placement reviews with social work teams and some book keeping.
Part of the administrative supprt role is keeping an awareness of all the benefits of our residents and their bank accounts, contacting the Jobcentre, monitoring & checking resident’s DWP benefits, including making new applications, checking
bank statements each month, keeping an eye on capital savings and looking after Housing Benefits for each individual (which will be the rent to Tigh a’Chomainn
Camphill). They are to deal in a friendly and efficient manner with any and all queries which come into the office, in person, by telephone or e-mail. Directing calls, taking messages directing and visitors to the right person. They will work as a member of the Office Team, exhibiting, good team working and communication/interpersonal skills. The administrative support is expected to attend and contribute appropriately to team meetings. They are also to be flexible and supportive of the many and changeable needs that are inherent in our office. They will act as an ambassador for Tigh a’Chomainn with regard to the general public and visitors from statutory authorities.
They must be aware of general and specific Tigh a’Chomainn policies. Further to this, they are to ensure all incoming mail, is sorted and placed in the correct pigeon holes as well as monitor the receipt of Courier parcels and informing people of their delivery if necessary. They are to provide minute taking and administrative support to the Trustee board of Tigh a’Chomainn Camphill Ltd. The administrative support is to set up annual Review Schedules and liaise with Social Workers and Care managers as requested by the care and support team. They will take annual Review Minutes for all the Residents at Tigh a’Chomainn Camphill and ensure all residents files are kept up to date with any new information received relevant to them, maintaining our electronic and paper files. They will also provide some typing support to the small management team and some limited book keeping support to the finance manager, supporting the finance manager to oversea and audit client accounts. They will be responsible for maintaining co-worker records including supporting co-workers to log training and development. Lastly, they will maintain an organisational diary and monitor direct debit payments.