Job Description



JOB DESCRIPTION

Job title: Office Co-ordinator

Employer: Home-Start Southport & Formby

Responsible to: Manager

Hours of work: 18 hours per week worked flexibly with the job-share Administrator over 3 days (Wednesday, Thursday and Friday)

Salary: £20,000-£22,000 pa pro rata (dependent on experience) + 7% pension

Location: Premier House, Wight Moss Way, Southport.PR8 4HQ.

Equal Opportunities

Home-Start Southport & Formby operates an Equality, Fairness and Diversity Policy and expects staff to have a commitment to equal opportunity policies in relation to employment and service delivery. Staff should promote equality of opportunity in all areas of their work.  

Safeguarding

Safeguarding is at the heart of Home-Start Southport & Formby.  All employees are expected to have a knowledge and understanding of safeguarding and child protection procedures and to comply with and have a commitment to best safeguarding practice at all times, immediately reporting any concerns regarding Safeguarding and Child Protection or the protection of Vulnerable Adults to the Designated Safeguarding Lead.

Home-Start Southport & Formby is committed to safer recruitment practice as an important part of safeguarding. This post will be offered subject to pre-employment checks including an enhanced criminal records check via the Disclosure and Barring Service.

Home-Start Southport & Formby is committed to Equality of Opportunity and Diversity. We wish to encourage applications from all parts of the community irrespective of gender, race, colour, age, sexual orientation or disability. Appointments will be based on merit, following an open and clear selection process.

Purposes of the job:

• To ensure administrative support to the employees of the scheme and the Board of Trustees

• To ensure the efficient day to day administrative running of Home-Start Southport & Formby

• To contribute to the effective day to day operation of the scheme in accordance with the Home-Start Memorandum & Articles of Association, Home-Start Standards & Methods of Practice, Home-Start Agreement and Quality Assurance Standards.

• Working co-operatively with the Manager to ensure delivery of the business and operational plan.

• Supporting the implementation of all Home-Start policies and procedures.

• Complying with and supporting the scheme’s administration, monitoring and financial systems.

• Contributing to and supporting the development of the Home-Start network locally, regionally and nationally.

Main responsibilities:

• Ensure the smooth running of the office administration systems

• Manage the Quick Books book-keeping system and produce monthly budget reports and cashflow forecasts for the Manager and Board of Trustees

• Ensure accurate records are submitted to the external payroll company

• Inputting data to the Home-Start ‘Lamplight’ case management online system

• Liaise with families and volunteers to co-ordinate volunteers’ visits

• Manage the website and social media

• Receiving referrals and offering initial support

• Assisting the co-ordinators to maintain efficient, accurate and confidential records, including statistics collection and collation

• Supporting Board of Trustee meetings and sub groups as required

• Supporting events and meetings as required

• Leading the administrative support for Quality Assurance systems

• Taking the lead on administrative support for annual returns to Companies House and the Charity Commission

• Lead the administrative support required to recruit and support staff and volunteers (DBS and references)

• HS network administration meetings

• Ensuring good communication with all scheme stakeholders, ensuring good practice in equality, diversity and fairness

• Undertake training and continuing professional development as required to fulfil the role or develop new areas of work as required.

• You will be expected to prioritise your workload and work on your own initiative

• You will be expected to produce work to a consistently high standard. 

• You will be expected to familiarise yourself and adhere to the policies and procedures of Home-Start Southport & Formby. 

• The post-holder may have access to confidential data on staff and services. Failure to maintain confidentiality may lead to disciplinary action which could ultimately lead to dismissal. 

• You will be expected to participate in supervision and staff appraisal scheme for yourself and any staff you manage. 

• Employees must be prepared to work flexibly to meet the changing needs of the organisation. 

• This job description does not purport to be an exhaustive list of duties and responsibilities. 

• Occasional evenings and weekend working may be required.

Changes to this Job Description

You have the responsibility to discuss any job changes with your line manager at the time the change occurs and agree any permanent substantial change. You may be required to carry out other duties as reasonably required of you commensurate with your level in the organisation.

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