Employability Administrator

Employability Administrator

Location: Durham

Contract: Permanent

Hours: Monday Friday, 9:00am 5:00pm

Salary: £24,000 per annum

The Role

We are seeking an organised and detail-oriented Employability Administrator (IPS) to provide high-quality administrative support to the Individual Placement Support (IPS) team. This is a key role in ensuring the smooth running of the service by maintaining accurate records, reconciling financial information, supporting data reporting, and facilitating effective communication between team members, partners, and participants.

You will also contribute to audit and compliance processes, ensuring adherence to relevant procedures and quality standards while providing an exceptional level of service to internal and external stakeholders.

Key Responsibilities

• Greet and direct visitors, ensuring a professional and efficient experience.
• Deliver a confident and courteous telephone and digital service, responding promptly to internal and external enquiries.
• Promote excellent customer service and continuous improvement through feedback collection and response.
• Conduct service calls to participants and support with the reporting of customer feedback.
• Provide day-to-day administrative support to the IPS team, including managing referrals, meetings, calendars, and correspondence.
• Maintain and update service user records and databases in compliance with data protection regulations.
• Oversee voucher and petty cash processes, including reconciliations and accurate financial tracking.
• Support the preparation and submission of financial claims and reports within required deadlines.
• Assist in monitoring attendance and activity reporting, ensuring data accuracy.
• Support the preparation of reports for management and external stakeholders.
• Identify and flag data quality issues or potential risks to the management team.
• Act as a first point of contact for enquiries, providing professional and timely responses.
• Coordinate meetings, training sessions, and stakeholder events.
• Liaise effectively with clinical teams, employers, and partner organisations.
• Ensure all administrative processes comply with organisational policies and standards.
• Support audit and quality assurance activities, maintaining accurate documentation and records.
• Uphold confidentiality, safeguarding procedures, and data protection requirements at all times.

Essential Criteria

• Minimum of one year s experience providing high-quality customer service, both face-to-face and by telephone, in a performance-driven environment.
• Proven experience in an administrative role, ideally within health, employability, or social care settings.
• Experience of financial reconciliation processes (e.g., petty cash, claims, or credit card management).
• Demonstrable experience of accurate, high-volume data entry into complex databases.
• Strong IT skills, including proficiency in Microsoft Office applications, particularly Excel.
• Excellent attention to detail and a commitment to accuracy.
• Strong communication skills, both written and verbal.
• Ability to manage competing priorities and work effectively under pressure.

Desirable Criteria

• Experience supporting teams within employment or mental health services.
• Understanding of the Individual Placement Support (IPS) model or supported employment principles.
• Familiarity with CRM or case management systems.