THE REFUGEE COUNCIL



JOB TITLE: Office Coordinator - Resettlement

TEAM: Integration Services

LOCATION: London (mainly based in Lewisham with travel in London)

REPORTS TO: National Projects Manager

GRADE: 4

HOURS: 14

Context and Purpose of the Job

The UK government has committed itself to a Syrian Vulnerable Persons Resettlement Scheme and Vulnerable Children’s Resettlement Scheme whereby people fleeing persecution are selected and processed in the region of origin and brought to the UK with their status already determined. Under this scheme a specific quota of refugees (single or within a family unit) will be coming to the UK for resettlement.

The resettlement team provides advice and support for resettled refugees to help them access services and mainstream provision, and establish community links. Working closely with local stakeholders and in partnership with other voluntary sector agencies running similar services across the UK, the Refugee Council resettlement team promotes both the integration and independence of this group.

The Refugee Council is excited to be working in partnership with Lewisham Refugee and Migrant Network (LRMN) to support Lewisham Council’s commitment to resettle families in their borough.

The Administrative Officer will undertake a wide range of administrative duties. These include maintaining a digital filing system of client records, updating the database and collating weekly and monthly statistics, ensuring correct financial processes are in place adequate to meet our funders requirements, liaising with the London Finance team, answering telephone queries and providing administrative support for the Resettlement Team.

The post holder will also be responsible for co-ordinating interpreters, monitoring and ordering petty cash and raising invoices. The post holder will also be required to liaise with various external stakeholders and partnership agencies as well as other Refugee Council teams (business, finance and Human Resources).

Main Duties and Responsibilities

1. To develop and maintain appropriate office administrative and business support systems, in conjunction with other Refugee Council offices to ensure consistency of systems and procedures across the service.

2. To maintain the financial and evidencing systems for the team, to comply with the requirements of our funders.

3. To assist the Project Accountant and Resettlement Manager and the team to resolve any monitoring or reporting queries from our funders.

4. To contribute to the development of administration guidelines and policies and ensure that these are implemented.

5. To administer robust financial systems for petty cash, reconciling, ordering, purchasing and paying invoices with the support of the Finance Team.

6. To support the team to develop and maintain an efficient casework filing and retrieval system.

7. To assist with the maintenance of systems for the collection and collation of a wide range of statistics and data using the database system.

8. To ensure that data capturing is carried out by advisors and other staff correctly by providing training and regular data integrity checks.

9. To ensure that information storage systems are understood and accessible to team members where appropriate, providing training where needed.

10. To organise and attend meetings, as directed and take minutes as required.

11. To ensure that office equipment is operating effectively and efficiently and maintains a sufficient level of office supplies and stationary, using online purchasing system to order stock.

12. To support the Team Manager in ensuring health and safety in office locations.

13. To provide a co-ordination role for I.T. installation and maintenance in liaison with the Team Manager.

14. To produce invoices as required using the Refugee Council’s finance system, and send any expenses and invoices to Finance Team.

15. To organise conferences, seminars, training days and other events, booking speakers, sending out mailings, organising publicity and coordinating administrative arrangements.

16. To co-ordinate interviewing, registering, booking and processing monthly payments / invoicing of interpreters.

17. To answer telephone queries from Resettlement team staff, refugees, other Refugee Council teams and any other external agency.

18. To produce weekly and monthly statistics on the work carried out by the Resettlement team for reports. Identifying any discrepancies in the statistics and rectifying errors or passing them on to the appropriate person.

19. To provide administrative support, including ensuring daily records are kept up to date and making travel arrangements and booking hotels as necessary.

Additional Information

Health and Safety

The post holder is responsible for:

Cooperating with the Refugee Council in delivering all legal responsibilities in respect of your own and your colleagues, volunteers, clients and others health and safety whilst at work.

Becoming familiar with the Refugee Council’s health and safety policy and procedures including evacuation procedures at your workplace.

Personal Development

With the support of your line Manager, the post holder will need to manage their own workload effectively, balancing the priorities of their reactive workload and medium and long term plans and projects.

Flexibility

In order to deliver services effectively, a degree of flexibility is needed and the post holder may be required to perform work not specifically referred to above. Such duties, however, will fall within the scope of the job, at the appropriate grade.

Equal Opportunities Statement

As a part of its recruitment policy, the Refugee Council intends to ensure that no prospective or actual employee is discriminated against on the basis of race, sex, nationality, marital status, sexual orientation, class, disability, age, religious belief, or political persuasion, or is disadvantaged by any condition or requirement which is not demonstrably justifiable.

Working at the Refugee Council

A commitment to the work of the Refugee Council.

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JOB TITLE: Administrative Officer - Resettlement

EXPERIENCE

Essential Criteria

1. Experience of administration work in a busy office environment.

2. Experience of developing and maintaining a wide range of administrative systems, including casework filing systems, petty cash and the ability to identify administrative needs and develop appropriate systems to meet them.

3. Experience of liaising with a wide range of people and agencies.

Knowledge, skills and abilities

Essential Criteria

4. Excellent IT skills, including experience of producing work using word processing, spreadsheets and database packages.

5. Good interpersonal and communication skills, including negotiation and presentation skills and the ability to work effectively with colleagues in a high pressure environment.

6. The ability to work in a team as well as exercise initiative and judgement to take decisions on their own.

7. The ability to input data accurately with a typing skill of at least 40 words per minute.

8. Understanding of Health and Safety policy and procedures and other relevant Health and Safety issues.

9. The ability to prioritise work and the ability to take a flexible and creative approach to the demands of the post, working on own initiative as well as within a structured team work plan.

10. Commitment to the Mission and Vision of the Refugee Council and an understanding of the key issues facing asylum seekers in the UK.

11. Understanding of the need for confidentiality and the need to treat sensitive information with discretion.

12. The ability to work in a multi-cultural environment and work effectively using interpreters.

13. Commitment to and understanding of equal opportunities and its implications for your working practice

14. The ability and willingness to travel regularly across the region, with occasional overnight stays and unsociable hours.

July 2019

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