Administrator - Part Time

Job Description

Come and join our Business Support team, providing essential administrative support to our collection of Counselling services, making a difference to children and adults across Edinburgh and the Lothians. CrossReach Counselling East provides a wide range of therapeutic support and counselling for individuals and families. We have specialist expertise in working with children and young people, those affected by substance use and with those expecting a babyor, with an infant up to two years old. In addition our Confidential Conversations service offers counselling and wellbeing support through bespoke packages for organisations and workplaces. Support is delivered from our two city centre premises at QueenStreet and Palmerston Place as well as over the phone and online.This post will provide focused support to our Counselling & Recovery service for adults affected by their own or someone elses drug use and our Sunflower Garden service which supports children and young people affected by parental drug or alcohol use. Thispost will primarily focus on administrative service support including taking client referral calls and will have limited involvement in finance related tasks.A flexible working pattern plus a blend of remote and office work will be discussed at interview. Theres also a benefits package that includes an employer contributory pension and generous holiday allowance.Salary is pro rata of 38.5 hours per week.If you would like to talk to someone about the types of opportunities we have, or have any other questions, please contact . Main Function The postholder is deemed to have significant responsibility in a complex and demanding environment providing full administrative support to Service staff and management. This will require a considerable amount of autonomous working to ensure the efficientrunning of the Service Office on a day-to-day basis. Main Duties Financial

1. To have overall responsibility for the day to day processing of all financial matters within the Service.
2. To anticipate any problems in the Services budgets e.g. cash flow and where possible resolve these issues ensuring the Service Manager is kept up-to-date on the budget position.
3. To process invoices timeously in line with CrossReachs financial procedures.
4. To manage the services petty cash.
5. To accurately record the services income and expenditure in the format detailed in CrossReachs financial procedures.
6. To provide the Service Manager with regular up-to-date information on the services budget.
7. To work with the senior team to ensure that employee timesheets are submitted within the specified deadlines.
8. To collect and arrange payment for service users bills as required.
9. To record and issue service users personal allowances and handle personal finance matters.
10. To complete monthly reconciliations and submit them to the Finance Section within the agreed timescale.
11. To regularly complete the services banking transactions.
12. To process expenses through the Finance Section.
13. To process donations as set out in CrossReachs procedures.

1. To liaise with external agencies such as the Council, Social Work Department or lawyers as required to carry out the duties of the role.

Administrative

To provide administrative support to any member of the staff group when required.

To photocopy documents as requested.

To oversee Administrative Assistants on a day-to-day basis providing appropriate support andguidance.

To establish and efficiently maintain a filing system, ensuring that all filing is kept up-to-date.

To provide reception service when required. Where appropriate, deal with enquiries from, and provide information to, visitors or callers to the service.

To draft and type, minutes, reports and letters as required by staff within the senior team.

To deal with Service Users queries, involving their Key Worker if necessary.

To deal with requests for application packs, issuing application packs and making the necessary arrangements for interviews in line with CrossReachs procedures.

To open and sort mail and frank and post the services mail on a daily basis.

To manage the distribution of stock within the service and when required re-order stock through CrossReachs recognised suppliers.

To maintain information leaflets on the service, ensuring that they are in the corporate style.

To accurately maintain employee and client records as requested by a member of the senior team.

To organise meetings as required by the senior team taking responsibility for organising diaries, booking venues, making travel arrangements and when required taking minutes.To