Administrator

Care Co; Rotherham; Hybrid; GBP 18,000 - 24,000; Full time

Job summary

Crossroads Care Rotherham is seeking an Administrator to be the first point of contact for staff, carers and stakeholders, delivering friendly and professional support across services. The role involves general administration, data input, and signposting of referrals in line with service needs.

You will handle enquiries, maintain records, support audits and assist with recruitment and fundraising activities, reporting to the Office Manager and ensuring GDPR-compliant data handling.

Qualifications

• General administration and data input across services.
• Reliable IT skills with Microsoft Office for records and reporting.
• Professional, friendly first point of contact for staff and carers.
• Maintain GDPR-compliant filing and information handling.

Responsibilities

• Answer enquiries by telephone and in person with a compassionate approach.
• Log referrals and signpost to appropriate services.
• Maintain filing systems for clients, staff and volunteers.
• Take minutes and support audit preparations.
• Coordinate recruitment processes and starter packs.

Skills

Data entry

Microsoft Office

Communication

GDPR compliance

Minute taking

Customer service

Job description

Join Crossroads Care Rotherham as an Administrator. Support our charity with administration, enquiries and referrals, helping us make a difference to local carers.

We require an Administrator to join our team.

To be the first point of contact for staff, clients and stakeholders and play an integral role in representing our charity.

To be responsible for general administration for all Crossroads Care Rotherham’s services, involving; data input, gathering statistical information and presenting accordingly.

Respond to enquiries by telephone and in person from carers, the people they care for and other vulnerable individuals, providing a friendly, compassionate and professional welcome and directing them to appropriate information or support.

To take referrals and log and signpost according to each service

To be accountable to the Office Manager

PRINCIPLE TASKS:

General Administration

To have knowledge of and utilise IT systems and software (Microsoft packages), ensuring the efficient running of administrative procedures.

To ensure sufficient photocopied supplies of all office documentation.

To order office supplies such as stationary, PPE and refreshments

To liaise with other organisations in times of signposting and referrals.

To undertake the IG toolkit and e-learning modules as required

To maintain an effective filing system for office, client, personnel and volunteer records.

To deputise for the Office Manager

To support all service leads/ contractors/stakeholders in relation to sending out correspondence.

To support with audit preparations

To co-ordinate applicants throughout the recruitment process and log information accordingly.

To produce starter packs for new starters/volunteers inc documentation and ID

To organise and co-ordinate events and fundraising activities/events.

To have involvement with quality assurance linked to all services and adhering to GDPR regulations.

To set up and archive clients, staff and volunteer information both on the internal system and physical form.

To take minutes for meetings and produce accurate records in a timely manner.

To ensure display boards and information are refreshed and up to date displayed in the office.

On occasions you may be required to facilitate/support carers groups in times of staff absence and sickness.

To provide flexible support and cover during holiday periods and staff absence as required.

To use own initiative to identify administrative systems which would increase efficiency generally for the organisation

To ensure the maintenance of the archive system and to ensure that archives are destroyed confidentially and appropriately in line with data protection regulations.

To act as first point of contact for general enquiries and signpost to relevant service.

To answer all incoming calls professionally and speedily directing to the appropriate person.

To ensure that calls to the organisation are handled professionally and that you can quickly differentiate between critical calls and general enquiries.

To implement and manage systems to aid smooth communication to all staff within the building.

OTHER TASKS

To follow Crossroads Care Code of Conduct.

To work within the philosophy and policies of the organisation.

To work within Health and Safety regulations.

To ensure that equality and diversity principals are applied at all times.

To ensure confidentiality is maintained at all times.

To undertake any other duties commensurate with the post holder’s grade as requested by Senior Management