Administration Manager
25 hours Based at Leeds but with travel to Leeds, Selby and Harrogate
Six months initially- Maternity cover
The organisation has gone through considerable change, and will continue to change. This will mean that the role described below is an evolving one, and may change as it develops.
To manage and oversee the administrative function across the sites:
• Support Operations Manager with forthcoming Administration review
o Liaise with Operations Manager with regard to timescales and execution of administrative review
o Plan and organise rotas and workload to accommodate change from paper-based system to digital platform
• Organise and maintain the admin rota, and cover when and as needed, across the three sites:
o To ensure that all sites have administrative cover when and as needed
o To liaise with administrative staff, managing sickness and annual leave
o To cover shifts as necessary, providing admin function for counsellors and leadership team
o To recruit and train new administrative staff
• To update and maintain share point and documentation library
o To develop and update literature, including customer facing leaflets, posters, internal forms etc.
o To set up and populate a document library for use by admin, counsellors and leadership team
o To develop policies and procedures with support from Operations Manager
o To monitor and quality assure all documentation across sites
o To update and adapt library when necessary, ensuring documentation in date and accurate
• Manage day to day administrative matters
o Ordering of office supplies etc
o Ensuring that counsellors have available forms etc
o Management of petty cash, stamps etc
o Management of phones, including answerphones etc
o Record and report on expenditure
o Liaise with Operations Manager around business maintenance, equipment and cleaning needs
• Manage and maintain client bookings:
o Manage the Penelope function, supporting counsellors as and when necessary
o Train admin staff where necessary to ensure consistency of Penelope use across sites
o Brief and support staff with changes to pricing and managing customers
o Manage the waiting list across all sites, with a view to moving towards a single booking function
o Manage and maintain financial transactions with clients, including online, cash and card
o Deal with first line client comments and complaints, liaising with Operations Manager and Clinical Managers where necessary
