Administrator (F)

A Motherwell based organisation that came together to address a need for support to be offered to carers are looking for an Administrator to add to their team. Governed and staffed by carers or former carers, they are now contracted by University Health and Social Care North Lanarkshire and North Lanarkshire Council to provide services to carers living in North Lanarkshire. They are the Information and Advice Service for carers and professionals, support short breaks (Carer Breather) through a Carer Support Network, and provide a Family Support Service for families where there is a child or young person in education who has an additional need for support.

Hours : 35 hours per week

Salary : £23,170

Permanent Contract

Key Responsibilities

1. Administrative Support

a) Provide clerical and administrative support to staff, including Board of Directors’ administration.

b) Carry out general administrative tasks such as filing, photocopying, booking meeting rooms, and liaising with the Board and Management Team.

c) Process incoming and outgoing mail, ensuring appropriate distribution.

d) Monitor and order stationery in line with organisational needs.

e) Input and record information using various organisational recording systems.

f) Plan and organise administrative tasks to support the staff team and organisational projects.

2. Reception and Communication

a) Manage reception and switchboard duties, acting as the first point of contact for carers and professionals.

b) Be a point of contact for a range of suppliers, as instructed by the Management Team.

c) Take minutes of meetings as required.

d) Represent the organisation professionally in all communications.

3. Financial and Compliance Responsibilities

a) Process petty cash, invoicing, and payments in line with agreed procedures.

b) Maintain accurate financial records and provide regular financial updates, acting as a key contact for accountants and auditors regarding management and annual accounts.

c) Be the key contact and signatory for the PVG scheme, as administered by Disclosure Scotland.

d) Comply with data protection, confidentiality, and health and safety requirements.

4. Event and Organisational Support

a) Support the organisation on key carer events, including Commitment to Carers, Carers Week activities, and the AGM.

b) Participate in team meetings, supervision, and development sessions.

c) Undertake training as identified by the Line Manager to support role development.

d) Work collaboratively as part of a team to enhance organisational efficiency.

5. Other Duties

a) Undertake any other tasks deemed appropriate by the Management Team and/or Board.

b) To provide administration support to all staff. This will include administration support to the Board and associated subgroups of the Board, and financial administration.

Essential Requirements: 

• Good standard of general education

• A minimum of 2 years’ experience of working in a dynamic, fast-paced administrator role

• Experience of working on own initiative

• Experience of working as part of a team and across different projects

• Experienced, accurate minute taker

• Cash handling

• Excellent verbal and written communication skills

• Excellent organisational and planning skills

• Proficient in O365

• Excellent, meticulous eye for detail in data entry

• Pleasant telephone manner

• Confident self-starter, who is able to quickly adapt to processes and identify areas of leaner working

• Ability to get on well with a range of people

• Willingness to work out with normal office hours when required

• Ability and appropriate space to work effectively from home

Desirable Requirements:

• Relevant qualification, e.g., SVQ 2/3 in Business & Admin

• Experience of working in the 3rd sector

• Experience of working within a carer organisation

• Understanding of the issues, challenges and barriers that face unpaid carers

• Understanding of health and social care structures

• Experience of Charity Log