Services Admin Assistant

JobStart Scheme; Belfast; On-site; GBP 10,000 - 40,000; Part time

Job summary

A community support organization in Belfast seeks an Administrative Support Worker to assist with service delivery. The role involves handling client communications, managing appointments, and data recording in a CRM system. Ideal candidates should have 2 O’Levels/GCSE’s, experience in administration, and a compassionate approach to vulnerable people. The role is part-time, offering up to 25 hours per week, with options for flexible hours.

Qualifications

• Previous experience in an administrative role is preferred.
• Ability to handle sensitive information confidentially is necessary.
• Experience of working in a care, health, or support setting is ideal.

Responsibilities

• Support the Services Coordinator with service delivery administration.
• Manage inbound and outbound communications with clients and professionals.
• Schedule therapeutic appointments and manage waiting lists.

Skills

Microsoft Office Experience

Ability to work sensitively with vulnerable people

Experience of CRM systems

Communication skills

Experience in Administrative role

Education

2 O’Levels/GCSE’s or equivalent

Job description

THE EMPLOYER IS: LIGHTHOUSEAdministrative role which will support the Services Coordinator with the administration element of Service delivery.Working as part of a small team in ensuring the efficient and professional coordination & delivery of services to Lighthouse clients. Supporting the Reception team in managing Reception, switchboard and front of house duties, as required.

Responsibilities

• To support the Services Coordinator in:
• Dealing with inbound and outbound communications (telephone, webchat, and email) with clients, members of the public and professionals, promptly and efficiently.
• Working with clients to arrange and schedule therapeutic appointments, attendance at workshops or group work, and carry out all associated administrative duties.
• Providing clients with information on Lighthouse Services, and details of onward referral options.
• Respond to client self-referrals (telephone, webchat, and email) to obtain contact details, reason for the referral and risk triage, ensuring all data is accurately recorded on the CRM system.
• Provide administrative duties associated with adding clients to therapeutic waiting lists and identifying suitable counsellors for each client.
• Yearly, collate Equality and Monitoring information and report the data to the Public Health Agency.
• To respond sensitively and appropriately to all enquiries relating to the work of Lighthouse.
• Attend to visitors and clients on arrival.
• Deal with inquiries on the telephone and computer, providing information on the organisation and taking/relaying messages to staff.

Skills and Qualifications

• 2 O’Levels/GCSE’s or equivalent.
• Some previous experience in Administrative type role.
• Microsoft Office Experience.
• Can demonstrate an understanding of the importance of confidentiality.
• Ability to work sensitively with vulnerable people.
• Willingness to learn.
• Experience of working in any capacity, within a care, health, or support setting.
• The ability to communicate empathetically, compassionately, and professionally.
• Experience of CRM systems.
• Experience of updating social media platforms and pages.
• Experience of working within the voluntary/community sector.
• The capacity to keep cool under pressure and retain a sense of proportion and fun in a busy and demanding work environment.

Further Information

The Employer is: LIGHTHOUSEJobStart Opportunity - Working Hours Information-Standard Hours: up to 25 hours per week.-Flexible/Reduced Hours: May be available upon approval by a Work Coach.-Additional Hours: The employer may offer extra hours depending on availability. This should be discussed directly with the employer before starting employment.The job advert may end before the closing date if requested by the employer.

Application Information

JOBSTART IS OPEN TO WORKING AGE BENEFIT CLAIMANTS WHO ARE DEEMED ELIGIBLE BY A WORK COACH. If you are on Universal Credit, please contact your Work Coach via your Journal. If you are in receipt of any other working age benefit, please contact your local Jobs & Benefits Office on 0800 001 5782.