Leeds Mind Recruitment
Information Sheet
Key Terms and Conditions of Employment
Service:
Wellbeing
Post:
Office Coordinator and Information Manager
Hours:
37 hours per week, including one evening (up to 8pm)
Salary Scale:
5 points 22 - 25
Salary:
£20,661-£22,658
Contract length
Permanent
Location:
Clarence House, 11, Clarence Road, Leeds LS18 4LB
Responsible to:
Team Leader (one to one support)
Annual leave:
28 days + relevant Statutory Holidays (pro rata)
Pension:
Pension based on 3% contributory pension enhanced by
salary exchange
Probationary Period:
6 months for all posts
June 2017
Job Description
Office Coordinator and Information Manager
Introduction
Leeds Mind is a progressive mental health organisation that supports people,
experiencing mental health difficulties, to flourish. We are committed to developing
services that are sensitive to individual need and of measurable benefit to users.
The wellbeing service offers a range of services, including one to one support (key
working, befriending, shared houses and self-directed support), counselling and
group therapy and peer support group work. These services support people to
develop the skills, confidence and tools to better manage their mental health.
We are seeking to recruit an Office Coordinator and Information Manager, who has
the knowledge, skills and experience to support the development of our data
analysis, performance reporting information and administrational processes for the
1:1 support and counselling and group therapy services. The post holder will also
manage Clarence house reception staff and volunteers and develop admin
volunteering opportunities to support these services.
Purpose of the post – this role will:
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Ensure the provision of efficient and effective administration for the 1:1
support and counselling and group therapy services.
Develop and maintain appropriate information, monitoring and reporting
systems including databases, spreadsheets, website and social media
Oversee data analysis for the services and produce high quality performance
and monitoring reports
Ensure the efficient management and provision of Clarence House reception.
Main duties and responsibilities
Service administration (1:1 support and counselling and group therapy)
Ensure all administrative functions are effective. To include:1. Receive and manage service enquiries (emails and phone calls)
2. Process referrals, send acknowledgment letters, update waiting list, archive client
information once discharged
3. Attend and minute meetings as needed
4. Process volunteer applications
5. Management of office supplies
6. Responsible for internal communications and external promotional activities.
7. Manage payments for the counselling service and petty cash
8. Provide an evening counselling reception function one evening/week.
9. Generate and manage invoices
10. Effectively use, maintain, manage and develop office/service systems
Development and management of information systems
1. Develop databases and spreadsheets to maintain and analyse data as required
2. Develop robust information and data resources for the service
3. Generate reports from databases and other sources as required.
4. Monitor and utilise service feedback and assessment/exit data (outcome star,
CORE)
5. Update the relevant service section on the website
Management of Clarence house reception
1. Line management of reception staff
2. Recruit, train and supervise reception volunteers
3. Co-ordination of reception volunteer rota, providing cover for any gaps.
Training & Development
1.
Participate in performance management and development, including Leeds
Mind compulsory training programme
2.
Take responsibility for personal learning and development where appropriate
and undertake training, both mandatory and optional, to increase knowledge,
skills and awareness in line with identified targets and objectives.
Organisation
1.
Attend and participate in service/team meetings
2.
Work within the framework of Leeds Mind’s policies and procedures at all times
3.
Promote the values and ethos of Leeds Mind at all times.
4.
Promote the possibilities for empowerment of service users.
5.
Demonstrate a commitment to personal development
6.
Be involved with wider organisation activities
7.
Undertake any other reasonable duties as and when required
This job description may be subject to change.
It is our policy to make reasonable adjustments to enable workers with disabilities to
undertake the above tasks.
June 2017
Office Coordinator and Information Manager - Person Specification
Essential
Qualifications
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Experience of:
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Skills
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Relevant IT qualification e.g. CLAIT, ECDL, or equivalent
experience
Working in a busy office (minimum 2 years)
Establishing and managing administrative and information
systems.
Understanding and experience of working with databases,
word processing, spreadsheets and the internet
Analysing data and producing high quality and robust
performance reports for monitoring and evaluation purposes.
Experience and understanding of the importance of handling
all information confidentially especially in an administrative
setting
Recruitment, training and management of volunteers
Clear and effective interpersonal and communication skills
Autonomous, ability to prioritise effectively with high level of
organisation skills
Good numeracy skills and the ability to administer a petty cash
system
Knowledge of
Ability
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Able to work to and meet deadlines and balance the demands
of a complex workload
Able to work on own and as part of a team
Able to take the initiative and problem-solve
Able to work well under pressure and to a consistently high
standard
Able to deal with clients in distress on the telephone
Willingness to work flexibly and learn new skills
A commitment to working positively with the public
Shown by
Application form
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Producing publicity material and use
of design programmes
Demonstrable experience of
presenting complex information in a
simple and professional way
Managing and updating website
content
Management of staff
Application form and
interview
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Attitude and Personal
Attributes
Desirable
Data Analysis
Excel
Application form and
interview
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Highly organised and self-motivated person who can
efficiently and effectively manage wide variety of tasks and
objectives