Groups Administrator

Title:  Groups Administrator

Hourly Wage:  £12.82 per hour (specialist admin pay scale)

Responsible to:  Groups Manager

Place of Work:  Based at the SWALLOW Office and covering courses/activities in different locations as required

Holidays:  25 days pro rata, plus bank holidays

Pension:  Peoples Pension Scheme

Hours: 15 hours per week

Wednesday – Friday

9.30-14.30

Job Purpose:

To provide administrative support to the Groupsto ensure that they run efficiently and provide the best possible service and support to SWALLOW members, with learning disabilities.

This role will play a key part in maintaining records, supporting staff and members, and ensuring compliance with care regulations and SWALLOW’s policies.

Key Responsibilities

Groups Coordination:

· Working with group leaders and the Groups Manager, maintain accurate and up-to-date records of members, including care plans, attendance logs, risk assessments and contact details

· Prepare monthly attendance reports for invoicing

· Send out monthly vacancy reports to social workers

· Ensure all records comply with data protection regulations and SWALLOW’s safeguarding policies

· Update schedules and timetables for each member and the staff team, maintain the records on Care Planner

· Ensure that all group leaders have the required information for new people joining their groups

· Along with the groups manager respond to enquiries regarding SWALLOW’s activities

· Process petty cash and inform the finance team of group attendance for invoices

· Assist in budget tracking and expense reporting

· Support the groups manager with ordering new materials and recording stock levels of activity materials

Practical support:

· To be prepared to respond and assist with SWALLOW’s groups / activities in the event of an emergency

· Act as a point of contact for members parents and carers, answering queries or directing them appropriately

· Work closely with the office administrator team to ensure transport arrangements for SWALLOW members attending groups and activities run smoothly.

· Support groups staff with administrative tasks

Communication and Liaison:

· Act as the first point of contact for members and staff regarding groups / activities.

· Communicate updates, changes, or cancellations to staff, members and parents and carers in a timely manner.

· Communicate effectively with social workers, healthcare professionals, and external agencies as required

· Communicate with the Senior Support Worker team, finance team, admin etc as required

Quality Assurance:

· Support the groups manager and other staff to prepare reports and provide evidence on outcomes and feedback

· Help implement improvements in administrative processes

Other information

General

All Swallow employees are expected to comply with statutory requirements and SWALLOW’s employment policies while carrying out their work. This post is one of continual development and the post holder will be encouraged to develop skills and capabilities, including participation in projects and training events. Accordingly, the range of duties and responsibilities outlined above may change from time to time to reflect the changing needs of SWALLOW. All employees and Trustee board members are DBS checked.

Equal Opportunities

The post holder must al all times carry out his/her responsibilities with due regard to SWALLOW’s Equal Opportunities Policy.

Performance Review

Overall performance will be formally assessed and reviewed regularly, with additional informal assessment taking place as necessary.

Health and Safety

All employees are subject to the Health and Safety at Work Act. The post holder is required to pro-actively comply with their duties as described by SWALLOW’s Policy and objectives for health and safety.

Confidentiality

All employees are required to work in a confidential manner in all aspects of their work.

Safeguarding

All employees receive safeguarding training and have a responsibility to familiarise themselves with SWALLOW’s safeguarding policy and report any safeguarding concerns to one of SWALLOW’s safeguarding officers immediately.