Receptionist/General Administrator Grade 3

VEESUPPORTSERVICES LTD; Cardiff; On-site; GBP 20,000 - 25,000; Full time

Job summary

A support services company is seeking a candidate for reception and office duties in Cardiff. The role involves maintaining databases, processing payments, and front-line communication with staff and visitors. Candidates must have an Enhanced DBS and demonstrate excellent communication skills. This office-based position requires flexibility and the ability to work effectively both independently and as part of a team.

Qualifications

• Enhanced DBS essential.
• Understanding of staff motivation and support.
• Comfortable use of a telephone and computer.

Responsibilities

• Maintain the Fostering and Adoption payment database.
• Ensure payment authorisation documents are processed accurately.
• Request payment authorisation from Social Workers.
• Monitor payments to carers.
• Provide reports and statistical information.

Skills

Excellent verbal and written communication skills

Ability to work flexibly

Experience in maintaining databases

Positive, customer-focused attitude

Job description

Overview

The post holder will be required to cover reception and office duties at Hafan Gobaith, 5 days per week: Monday – Thursday 8.30am – 5.00pm and Friday 8.30am – 4.30pm (with an hour for lunch). The role includes reception duties by telephone and greeting visitors, recording incoming/outgoing mail onto relevant spreadsheets, booking taxis/trains/buses and accommodation, assisting with processing credit card spends, updating information onto the Carefirst Client Record System, assisting with invoice processing, pool car/room bookings, attending the local post office, assisting with archiving, scanning and printing, and general finance and admin tasks as required.

Responsibilities

1. To maintain the Fostering and Adoption payment database.
2. To ensure that all payment authorisation documents are processed accurately and promptly and are correctly completed.
3. To request / chase payment authorisation documents from Social Workers.
4. To ensure that the payment schedule is processed and information transferred within agreed timescales.
5. To make and monitor payments to carers.
6. To provide regular reports and statistical information as required.
7. To calculate and liaise with Carers in respect of under/over payments.
8. To deal with insurance claims as required.
9. To process orders for Fostering equipment and maintain the fostering equipment supplies within the building.
10. To compile and maintain effective filing systems.
11. To identify where retainer payments are applicable and present this information to the Team Managers in a weekly meeting.
12. To provide cover and back up to other members of the Fostering and Adoption administration section.
13. To assist in the processing of Fostering Applications.
14. Carry out Criminal Record Bureau, Medical and other background checks for new applicants and existing carers.
15. Maintain records of checks carried out and when due for review and maintain a register of significant incidents involving foster children and carers.
16. Create and maintain computerised client records.

Qualifications and requirements

• Enhanced DBS essential.
• Excellent verbal and written communication skills and accuracy in both verbal and written communication; understanding is key as this role is front line along with comfortable use of a telephone and computer.
• Ability to work flexibly and adaptably to changing priorities; work independently and as part of a team.
• Experience in maintaining databases and working with figures is advantageous.
• A positive, customer-focused attitude and understanding of staff motivation and support.

Work location and schedule

This would be County Hall located. The work is office-based and 5 days per week 8.30-5 (4.30 Friday).

Additional requirements

• THIS ROLE WILL REQUIRE AN ENHANCED CHILDREN'S AND ADULTS DBS.