Admin Officer

✨Are you passionate about helping to make a difference to children and young people? We’re looking for an Administrator to help support our Team✨

We are looking for an administrator to join our Central Admin Team based at our Head Office.  Our ideal candidate will need to have experience of working with confidential and sensitive information and being confident talking to young people, parents and professional on the phone or in writing.   

The role will take a lead answering the phones, actioning email enquiries, stationery orders and data entry, data entry experience is essential to the position.  You will be expected to provide some elements of support to our No Limits Therapeutic Services Team, this will involve case management of waiting lists and allocations for our older Southampton counselling service.  Therefore, there could be times that you are expected to work one evening up to 8.15pm per week providing building cover for our volunteer counsellors.  

There will be times when the role can be busy and challenging but also highly rewarding working within a supportive team, however being able to stay calm when under pressure and being able to prioritise your workload will be essential.  

Your key responsibilities will include: 

• To be fully competent in all aspects of Microsoft Office 
• Managing telephone correspondence and communications 
• Greeting and welcoming visitors into the buildings.  
• Data inputting  
• To coordinate and record attendance of lone worker visits.  
• To ensure you comply with Data Protection requirements 
• To quality check referrals coming in from the counselling service and SPA (Single Point of Access) 
• Basic admin triaging of referrals 
• Providing administration referral processing support 
• Dealing with incoming and external post 
• To assist with sending out and receiving sensitive referral information 
• To action promptly the various shared enquiry mailboxes, to monitor and direct emails accordingly or action. 
• Manage room bookings for internal staff members.  
• Stationery and cleaning materials monitoring and ordering 
• To assist support to our central support team. 
• Making up young people case folders and photocopying.  

Please see the job description for further details about the responsibilities of the role.

We are committed to making a difference in the lives of the children and young people we work with, and as such, you must show a willingness to demonstrate commitment to the values and behaviours which flow from the No Limits ethos. Safeguarding and promoting the welfare of children and young people is paramount.

We particularly welcome applicants from diverse backgrounds and those who have had experiences similar to the young people we aim to support. We are committed to creating a diverse environment where people can be their authentic selves, where their experiences and opinions are valued, and we are all open to learning from each other. 

As part of our team, you’ll receive a comprehensive induction and access to learning and development opportunities relevant to your role, supporting your ongoing growth. 

You’ll have the essentials of: 

• Experience of working within an administration role in a busy office environment.  
• Experience of dealing with a diverse range of people face to face, by phone and electronically. 
• Experience of working in a confidential environment. 
• Competency in using IT systems, including Microsoft Office and Databases.  
• Able to work unsupervised and be flexible and adaptable to meet changing demands. 
• Demonstrate effective organisational skills with an ability to prioritise workload and have a methodical and efficient approach. 
• Able to work whilst under pressure, meeting deadlines and maintain accuracy, despite frequent interruptions.  
• Participate actively in training and development activities to ensure own knowledge and skills are up to date. 
• Demonstrate the ability to work as part of a team communicating effectively. 
• An understanding of any commitment to safeguarding and promoting the welfare of children, young people, and vulnerable adults. 

You may also have: 

• Knowledge of GDPR legislation. 
• Ability to maintain a wide range of appointment calendars. 
• Ability to identify workflow problems and suggest recommendations. 
• Enthusiastic, with good time management. 

Please let us know if we can support you with any reasonable adjustments at any point prior to, during or after the selection process, such as access arrangements, flexible working, or a suitable place to pray.

Find out more about our benefits here