Website design www.bills-it.co.uk
St Albans Old Peoples’ Trust
Help for older people
e-mail grants.admin@staopt.org
Office phone 01727 260701 Mobile phone 07541 659 442
Job description Administrator St Albans Old People’s Trust This is a self-employed role PART 1: JOB DESCRIPTION Job Title: Grants Assistant St Albans Old People’s Trust Location: Split between home working and Jubilee Centre, CatherineStreet, St Albans. Salary: £12.50 - £15.00 an hour. Rate depends on experience. You need to be self- employed. Hours   of   Work:   14   hours   a   week   –   between   8am-6pm   Monday   to   Friday.   Veryflexible   working   possible:   to   be   agreed   in advance each week for example 4 x half days one week, 3 shorter days the next week. Responsible to: Grants Manager, St Albans Old People’s Trust Internal Contacts: Grants Manager, Grants Administrator, Secretary to Trustees, Contacts:   Applicants,   their   families   (if   they   are   unable   to   communicateeasily),   referrers,   suppliers,   other   local   charities supporting older people. Background information on St Albans Old People’s Trust and Role Summary: The   Trust   is   a   small,   friendly   charity,   (Registered   Charity   no   222522)   giving   grants   totalling   @£250,000   a   year.   Its   mission   is to improve the lives of the District’s older residents who are in need, hardship or distress. The   Trust   gives   grants   in   the   form   of   items   (eg   cookers,   fridges   beds,   carpets,   reclining   chairs),   services   (eg   cleaning,   boiler checks/ repairs, painting services) and payment of utility bills. Providing   administrative   support   to   the   Grants   Manager   and   Grants   Administrator   you   will   support   the   fast-   paced   grants process   including;   writing   letters,   calling   clients,   contacting   suppliers,   chasing   paperwork,   scanning,   updating   databases   etc. Plus other ad hoc tasks. You’ll   need   to   be   efficient,   with   an   eye   for   detail,   a   good   communicator,   with   excellent   writing   skills   and   keen   to   help   older people. Proficiency across Microsoft packages is vital, as is the ability to work at pace and to multi-task. We are seeking a part-time Assistant to support the Grants Manager and Grants Administrator. A full induction programme will be provided. Principle Responsibilities Client Liaison and Grant Management Via   phone,   email   or   letter   keep   applicants,   and   where   appropriate   referrers   or   relatives,   appraised   of   the   progress   of their application. Manage their expectations and establish a good rapport. Tailor   standard   letters   for   each   client   to   confirm   the   decision   about   their   grant   application   and   to   outline   the   next steps,   ie   which   supplier   will   be   in   touch,   what   they   need   to   do.   Letters   need   to   be   well-written,   without   errors   and   very clear. Liaise with the Trust’s regular suppliers on the purchase of items eg type of mattress chosen by the client. Send application forms to prospective clients who prefer to fill in a paper copy. When the Admin Assistant is on holiday provide extra cover which may include answering the phone to queries, Support the grants team with ad hoc work eg find a local supplier for a requested item. Record Keeping: Maintain   excellent   records   of   all   contacts   with   clients   using   a   OneDrive   system   that   is   used   to   track   the   application from initial contact, thought the approvals process, purchase of the item/service through to invoice reconciliation. Administrative Tasks: Type up hand-written or telephone applications. Scan documents for input into the client’s record on the OneDrive system. Scan invoices for input to the One Drive system Schedule visits for Trustees to clients requesting expensive items, eg a new boiler or home repairs. Marketing and Promotion: Contribute to the 6 monthly marketing plan and contribute new ideas for reaching older people. Distribute leaflets promoting the Trust to referral partners, libraries and community venues across the District. With   the   Grants   Manager   and   Grants   Administrator   promote   the   work   of   the   Trust   eg   at   a   stall   at   St   Albans   Market, a promotional stand at events run by other charities, local and county council events. Alongside   the   other   team   members,   update   the   website   and   Facebook   with   news   and   events   and   (we   can   teach   you how to do this) Other responsibilities: To   ensure   that   excellent   standards   of   customer   care   and   service   are   maintained   when   dealing   with   members   of   the public and internal customers Safety and satisfaction - report any safeguarding issues, action compliments and complaints as and when required. To maintain and enhance the public reputation of St Albans Old People’s Trust Important note: This   is   not   a   complete   statement   of   all   duties   and   responsibilities   of   this   post,   as   new   projects   and   initiatives   to   support   older people   may   be   created.   The   post   holder   may   be   required   to   carry   out   other   duties   as   directed   by   the   Grants   Manager,   the responsibility level of which should not exceed those outlined above. You will need to be self-employed. This means providing invoices to the Trust, paying your own tax and NI. PART 2: PERSON SPECIFICATION Qualifications & Job Requirements: Essential: Good standard of education Excellent writing skills At   least   1   years   experience   in   an   admin   role   (or   role   requiring   you   to   do   a   lot   of   admin   activities,   including   letter /formal email writing) At least 2 years experience working in a customer-facing role (in a paid role or as a volunteer) Satisfactory DBS check (The Trust will arrange and pay for this) The right to work in the UK Desirable: Experience of working with older people Experience of working or volunteering within a charity Skills, Knowledge, and Experience: Essential: Ability to work on a range of client cases simultaneously Committed to excellent customer care and providing an efficient and effective quality service Good organisational skills to manage workload effectively Excellent time management skills Awareness of data protection and client confidentiality Good knowledge of Microsoft Office packages i.e. Word, Excel, Outlook Ability to work independently and as part of a small team Desirable: Working with older people Knowledge of benefits and entitlements for older people Personal Qualities: Essential: Able to communicate with clients, colleagues and external parties effectively and positively A reliable, supportive, and friendly team player Enthusiastic, motivated, and able to work on own initiative and prioritise effectively Ability to work under pressure and to tight deadlines A commitment to equality and diversity
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