Workplace Support Assistant (Employment & Training Team)

Passage; Greater London; Hybrid; GBP 19,000 - 23,000; Part time

Benefits offered by this job

Pension

Job summary

The Passage is seeking a part-time Workplace Support Assistant in Westminster to provide reliable, person-centred support for the Progression and Skills Coach. The role includes administrative help, accessibility tasks, travel support and client-facing activities, with safeguarding and confidentiality at the core.

Working 15 hours per week, three days, you will contribute to smooth operations, assisting with meetings, events and documentation while upholding professional boundaries and

Qualifications

• Good administrative, organisational and time-management skills.

Responsibilities

• Provide practical workplace support to the Coach, enabling independent delivery of duties.
• Assist with administrative tasks, ensuring documents and resources are accessible and well-organised.
• Support with travel, events and client-facing activities as required.
• Deliver sighted guiding and orientation assistance following the Coach’s instructions.
• Maintain confidentiality and professionalism in all interactions.

Skills

Verbal communication

Digital skills

Organisational skills

Time management

Independent working

Tools

Microsoft 365

Job description

Location: Westminster, London

Contract: Fixed-term, part-time for 12 months, with the possibility of extension

Salary: £21,321 Point 19 (scale points 15-19 on NJC scale range) inc. LW + pension and other benefits

Annual leave: 35 days per year including bank/statutory holidays – Pro Rata

Hours of work: 15 hours per week excluding breaks. 3 Days a week (Varied)

To provide reliable, person-centred workplace support to the Progression and Skills Coach, enabling them to carry out the full range of responsibilities associated with their role independently and effectively.

The post holder will provide practical assistance with access to visual information, administrative and digital tasks, workplace navigation, work-related travel, events and client-facing activities. Support will be delivered in accordance with the Coach’s agreed workplace support arrangements, preferences and instructions.

The Workplace Support Assistant will facilitate access and remove practical barriers. They will not assume the Coach’s professional, managerial, safeguarding or decision-making responsibilities.

1. Administrative Support

• Assist with the preparation, formatting, accessibility checking and professional presentation of documents, reports, spreadsheets, presentations and other materials.
• Support printing, scanning, photocopying, electronic filing and document management.
• Assist with preparing materials and resources for meetings, training sessions, workshops and events.
• Maintain clear, accurate and accessible electronic filing and document-naming arrangements.
• Provide practical assistance with tasks that cannot reasonably or efficiently be completed using assistive technology.

2. Accessible Information and Communication

• Provide clear, accurate and objective verbal descriptions of relevant visual information, physical surroundings, documents, presentations and activities.
• Support access to printed, handwritten or visually presented information where it is not available in an accessible format.
• Read information aloud or provide concise verbal summaries when requested, while maintaining accuracy and confidentiality.
• Communicate relevant visual and non-verbal information to support the Coach’s full participation in meetings, training, client activities and events.
• Work in accordance with the Coach’s preferred methods of communication and support, without making assumptions about the assistance required.

3. Digital and Assistive Technology Support

• Support the use of standard workplace systems alongside assistive technology, following appropriate training.
• Assist with checking the visual layout, accessibility and presentation of documents, reports, spreadsheets, online content and presentations.
• Identify inaccessible documents, systems or processes encountered during the work and raise them through the appropriate internal channels.
• Use organisational systems and equipment securely, in accordance with data protection and information-security requirements.

4. Operational Support, Guiding and Travel

• Provide practical workplace support that enables the Coach to undertake their duties effectively and independently.
• Accompany and support the Coach during off-site visits, accommodation projects, meetings, training and networking events, where required.
• Provide sighted guiding and orientation assistance in unfamiliar or changing environments, in accordance with the Coach’s instructions and agreed safe-working practices.
• Communicate environmental information, obstacles, route changes and potential hazards clearly and promptly.
• Support journey planning and navigation for work-related travel, including public transport and unfamiliar venues, where required.

5. Client-Facing Support

• Provide practical support that enables the Coach to undertake reception duties within the Resource Centre.
• Provide practical support when the Coach is undertaking Duty Manager responsibilities, while recognising that professional and managerial accountability remains with the Coach or other designated manager.
• Maintain a professional, respectful, trauma-informed and client-centred approach when interacting with service users, volunteers, colleagues and partners.
• Enable direct communication between the Coach and other people. Do not speak for the Coach unless specifically requested to relay information.

6. Events and Projects

• Assist with the planning, organisation and delivery of internal and external events, workshops and projects.
• Support the preparation of accessible resources, materials, venue information and event logistics.
• Provide practical support at in-person fundraising events when required and within contracted hours or agreed arrangements.

7. Safeguarding, Safety and Professional Boundaries

• Follow all safeguarding, incident-reporting, lone-working, health and safety and emergency procedures.
• Maintain appropriate professional boundaries with service users, volunteers, colleagues and external partners.
• Promptly report safeguarding concerns, incidents, hazards or risks through the appropriate organisational procedures.
• Remain calm and follow agreed procedures when working in challenging, unpredictable or potentially distressing situations.
• Recognise the limits of the Workplace Support Assistant role and refer professional, client-related, managerial or safeguarding decisions to the Coach or appropriate manager.

8. Confidentiality and Information Handling

• Handle personal, sensitive and confidential information securely and only for legitimate work purposes.
• Respect the privacy and confidentiality of the Coach, service users, colleagues and partners.
• Do not retain, copy, share or independently act upon information accessed while providing workplace support, except where required by organisational policy, safeguarding duties or law.
• Comply with The Passage’s data protection, confidentiality, records-management and information-security requirements.

9. Working Relationship and Continuity of Support

• Develop a professional, respectful and effective working relationship with the Coach, based on clear communication, reliability and agreed boundaries.
• Agree day-to-day priorities and support requirements with the Coach, recognising that these may vary according to meetings, travel, events and operational demands.
• Notify the Coach and line manager promptly of any absence, delay or issue that may affect the provision of workplace support.
• Participate in periodic reviews of the workplace support arrangements to ensure they remain effective and appropriate.
• Maintain reasonable flexibility in response to changes in the Coach’s schedule, while working within contracted hours and agreed arrangements.

10. Training and Development

• Undertake training necessary to provide effective support, including sighted-guide, safeguarding, accessibility, assistive-technology, disability-awareness and relevant workplace safety training.
• Keep knowledge and skills up to date to ensure high-quality, respectful and person-centred workplace support.
• Participate in regular supervision and annual appraisal, identifying role-related development and training needs.

11. General Responsibilities

• Work with the line manager and Coach to support the ongoing development of the role, ensuring responsibilities remain appropriate to the agreed workplace support arrangements and the needs of The Passage.
• Attend internal and external meetings, training events and briefings as required.
• Follow all The Passage policies and procedures, particularly those relating to safeguarding, health and safety, code of conduct, equality, confidentiality and data protection.
• Promote and uphold The Passage’s commitment to equality, diversity, inclusion and the social model of disability.
• Undertake the role professionally and in accordance with the aims, values and ethos of The Passage.
• Undertake other duties that are reasonably required and commensurate with the nature and grade of the role.
• Good administrative, organisational and time-management skills.
• Strong verbal communication skills, including the ability to provide clear, concise and objective descriptions of visual information and surroundings.
• Good general digital skills, including experience using Microsoft 365 applications, email, calendars and electronic document-management systems.
• Ability to prepare, format and accurately check documents, spreadsheets and presentations.
• Ability to follow instructions accurately, anticipate practical requirements and use initiative appropriately.
• Ability to provide reliable, punctual and discreet support while promoting another person’s autonomy and independence.
• Ability to maintain professional boundaries and recognise the limits of the Workplace Support Assistant role.
• Ability to handle personal, sensitive and confidential information appropriately.
• Ability to work with sensitivity, professionalism and sound judgement in a busy homelessness service environment.
• Ability to remain calm and follow procedures in challenging, unpredictable or potentially distressing situations.
• Ability to work independently and collaboratively as part of a team.
• Flexibility to undertake work-related travel and provide support at different venues during agreed working hours.
• Commitment to equality, diversity, inclusion, safeguarding and respectful, person-centred practice.
• Ability and willingness to undertake all training required for the role.

Desired Experience

• Previous experience providing workplace, personal-assistance or practical support to a disabled person while promoting their autonomy and independence.
• Experience supporting a blind or partially sighted person in a workplace, education or community setting.
• Knowledge of accessible document practices or experience working alongside assistive technology.
• Previous sighted-guide training or experience.
• Experience working in homelessness, supported housing, social care, advice, charity or another client-facing service.
• Experience of safeguarding and maintaining professional boundaries in a client-facing environment.
• Experience supporting events, workshops or project delivery.

Equality and Accessibility

The Passage is committed to equality, diversity and inclusion and welcomes applications from disabled and non-disabled candidates.

Reasonable adjustments will be provided throughout the recruitment process and employment. Applicants are invited to tell us about any adjustments they require to participate fully in the selection process.

This job description outlines the main responsibilities of the post. It may be reviewed in consultation with the post holder to reflect reasonable changes in organisational or workplace support requirements.

Above all we are looking for inspiring and committed individuals who have a genuine desire to support people, and to help them to rebuild their lives.

We have a legal responsibility to ensure that all our employees have the legal right to live and work in the UK. If we make a job offer, we will need to check that you are eligible to work in the UK before you start work.

The Passage is committed to safeguarding and promoting the welfare of all residents who use our services, and, as such, expects all employees and volunteers to share this commitment. Under the Rehabilitation of Offenders Act (1974), we require all applicants to declare both spent and unspent convictions. Having a criminal record will not necessarily be a bar to employment with us.

As a Disability Confident Committed Employer, The Passage has a positive approach to the employment of people with a disability and operates a guaranteed interview scheme for applicants who have a disability and meet the minimum essential criteria for the job.