VSA currently have an exciting opportunity available to join our Aberdeenshire Carers Service as a Service Administrator, working within our Administration and Grants team. This will be a permanent, part-time position. The role will provide high-quality administrative support across the service.
VSA's Aberdeenshire carers service, supports adults, children, and young people who care for someone living in Aberdeenshire.
The advantage of our information and support is that we are a local based organisation. We have an in-depth understanding of the people of Aberdeenshire and take a localised approach to all our information and carers services.
We are also network partners with the National Carers Organisations, Carers Trust and Coalition of Carers which keeps us briefed with all matters relating to unpaid carers.
Contract: Permanent
Hours: 21 hours per week
Rate of Pay: £12.71
Location: Working from home (however this role will include regular weekly meetings in person across Aberdeenshire). A drivers license and access to your own transport is essential for this role.
Work Pattern: Working 3 days per week (must include working a Wednesday)
We offer our staff fantastic benefits including:
· Company pension
· Employee assistance programme
· Generous annual leave
· Refer a friend programme - Receive £200 when you introduce a family member or friend to VSA,
· Investment in your personal development and career through our learning and development programmes,
· Access to our employee discount scheme
About the role:
The Service Administrator will provide high quality administrative support to the Aberdeenshire Carers Service, ensuring that enquiries, referrals, records, service documents and administrative processes are managed accurately, efficiently and sensitively. The post-holder will support the smooth day-to-day running of the service by maintaining systems, coordinating information, supporting communication with carers and professionals, and assisting colleagues with service administration.
Responsibilities of our Service Administrator will include:
· Provide comprehensive day-to-day administrative support to the Aberdeenshire Carers Service, including managing incoming and outgoing correspondence, preparing documents, maintaining filing systems and ensuring service information is accurate and accessible.
· Act as a first point of contact for carers, families, professionals and members of the public, responding to telephone, email and online enquiries in a professional, supportive and timely manner, and directing queries to the appropriate member of the team where required.
· Process referrals, service requests and administrative information accurately and sensitively, ensuring that relevant details are recorded, updated and shared in line with agreed service procedures, confidentiality requirements and data protection legislation.
· Maintain accurate electronic records, spreadsheets, databases and service documents, including updating carer information, monitoring actions, recording outcomes and supporting the production of service reports.
· Arrange and support meetings, appointments and service activities by coordinating dates, venues or online meeting links, preparing agendas and papers, taking accurate minutes or notes, and following up agreed actions.
· Assist with the coordination of service communications, including preparing letters, emails, forms, information packs, newsletters or other materials for carers, professionals and partner organisations.
· Work closely with Carer Advisors, Team Leads and wider service colleagues to ensure administrative processes are completed consistently, deadlines are met and information is shared appropriately.
· Contribute to the review and improvement of administrative systems, templates, procedures and ways of working to support an efficient, responsive and well-organised service.
· Maintain confidentiality, accuracy and professionalism at all times when handling personal, sensitive or service-related information.
· Undertake any other reasonable administrative duties that may arise from time to time, in line with the needs of the service and within the post-holder’s capabilities.
What we are looking for in our Service Administrator:
Qualifications/Training/Education:
Essential:
· Skilled and experienced in Microsoft Office, Teams, SharePoint and maintaining accurate electronic records.
· Well developed word processing / typing skills
· Experience of handling confidential information and maintaining accurate administrative records.
Desirable:
· Experience of working in Health and Social Care administrative roles.
· Knowledge of funding processes and disbursement
Experience:
Essential:
· Demonstrable experience of providing high level administrative support, including data entry, record keeping and preparing information for reports.
· Experience of communicating with service users, colleagues and professionals by telephone, email or other communication methods.
Desirable:
· Knowledge and understanding of the issues facing unpaid carers across Aberdeenshire and Scotland.
Key Skills/Aptitudes:
Essential:
· Well developed interpersonal skills e.g. communication and listening
· Good organisational skills with the ability to manage administrative tasks, deadlines and follow-up activity.
· Good IT skills, including confidence using spreadsheets, databases and systems to record and manage service information.
· Ability to prioritise workload, identify key information and deal with competing demands.
Personal Qualities:
Essential:
· Ability to use own initiative.
· Self-reliance, and ability to work under pressure.
· Good attention to accuracy, detail and quality when processing administrative information.
· Good interpersonal skills
· Reliability
Desirable:
· Appreciation of Community Care issues and pressures.
Other Job Requirements:
Essential:
· Flexible approach to working
· Full and Clean Driving License and access to a vehicle.