Service Inspire Partnership

Location Sutton

The Cranstoun Group is a charity empowering people to live healthy, safe and happy lives. Our skilled and compassionate teams work with service users, families and communities, helping them to make positive changes. We offer a wide range of services across England, including community-based outreach, treatment and recovery, detox, supported housing, and specialist services for young people and families and carers. We’ve been making a difference since 1969 by combining our expertise with innovative approaches, and putting people at the heart of what we do.

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JOB DESCRIPTIONJob purpose / Context:

To successfully complete an Apprenticeship Programme, at the end of which, you will hold a nationally recognised qualification in Business Administration, whilst providing an effective administration function.

You will support all members of the service by providing an effective administration function and a high quality and comprehensive customer relations and reception service. Whilst working, you will complete a qualification in Business Administration with support and guidance from both Cranstoun and our chosen Learning Provider, to enable you to excel in your role and become a competent and fully integrated member of the team.

You will be allocated 2 days per month for dedicated study time.

Responsible to:

Business & Performance Analyst

Responsible for:

N/A

1. Customer Relations & Reception Services

Respond to telecomms in a professional manner, ensuring all communication and related tasks are dealt with promptly and efficiently.

Ensure customer relations & reception services are delivered effectively at all times, working with colleagues to ensure coverage throughout the working day.

Undertake customer reception and associated duties, providing an efficient and polite service to all staff and visitors.

Maintain the reception service area ensuring that it is clean, tidy and presents an appropriate ‘face’ of the organisation.

Ensure all incoming queries are dealt with efficiently and promptly.

2. General Administration

Provide administrative support as directed by the line manager. Attend and take minutes of various meetings when required. Draft or issue memos, letters, minutes and reports in a professional presentable

manner. This will include publicity and mail shots. Provide administration support to members of the management team as and

when required and directed by the line manager. Establish & maintain effective and appropriate administration and record keeping

systems, including management of client file archive and file retrieval. Ensure adequate and timely preparation of meeting rooms pre and post meetings.

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3. Post and Courier Services

Ensure collection and distribution of incoming post Ensure daily outgoing post is collected and managed as needed, including special

delivery mailings as required Organise and manage courier services as required

4. Stationary and Office Equipment

Ensure copying and printing facilities and technology are working and have sufficient supplies

Coordinate servicing and repair of office equipment, as required. Maintain sufficient levels of office stationery and supplies. Source competitively priced suppliers. Ensure the stationery room and storage areas are kept clean and tidy and in

compliance with Health and Safety guidance.

5. Professional Practice

Ensure that you conduct yourself in line with Cranstoun’s Professional Conduct Policy.

Treat everyone with respect. Promote individual’s equality, diversity and rights.

6. Other Duties

Undertake any additional duties as may be reasonably required by the Team Leader or Service Manager.

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PERSON SPECIFICATIONQualifications

Maths and English competence will be assessed prior to enrolment. Eligibility to enrol on an Apprenticeship course is as follows: You cannot have a degree or be qualified above the equivalent of a level 3 NVQ /

QCF. You must not be on any other training e.g. attending

Experience

Demonstrable experience of effective office administration.

Abilities and attributes

Ability to work in a pressurised environment and prioritise workload. Ability to work effectively and efficiently within a team and build effective working

relationships. A non-judgemental attitude to drug / alcohol users. A respect for confidentiality and the need for data protection. An awareness of and ability to maintain professional boundaries. Attention to detail. Ability to provide a warm and welcoming approach.

Skills

Good written and verbal communication skills, including proficient typing. Good IT skills (proficient use of MS Office suite incorporating Word, Access and Excel). Report writing skills. Organisational and administrative skills.

Knowledge

Knowledge of office administration. Knowledge and awareness of health and safety.

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