Project Support Administrator in Hertford

Location: Hybrid – Office and Home based

Contract: Fixed term until March 2027

Hours: 35 hours per week (5 days per week). Also, to provide supervisory cover for the weekend on a rota basis.

Starting wage/ salary: £23,660 per annum

Reports to: Project Support Manager

The role is largely home based, but the successful candidate will occasionally be required to work from the Age UK Office in Hertford and attend meetings and networking events across Hertfordshire.

The Hospital & Community Navigation Service (HCNS) was commissioned by Hertfordshire County Council in 2017. It is comprised of five voluntary organisations that provide hospital discharge and social prescribing services to Hertfordshire residents. HCNS provides a free countywide Social Prescribing Service designed to support individuals in improving and maintaining health and wellbeing.

The aim of the service is to empower service users to make positive changes to their lives, so they feel more resilient and in control.

Role Purpose: The post holder will be employed by a voluntary sector organisation within the HCNS partnership. The purpose of the job is to dynamically and proactively support the HCNS Project team and provide an efficient and reliable administration support service to staff. The post-holder will undertake a range of administrative and service support duties.

Responsibilities:

• Assist Project Support Co-ordinators in providing administrative support for new projects within the service.
• Assist Project Support Co-ordinators to plan and arrange management meetings, area team days, wellbeing events for staff, and conferences as required.
• Assist Project Support Co-ordinators to book training for HCNS staff.
• Update ad hoc project cost tracker spreadsheets supervised by Project Support Co-ordinators.
• Support Project Co-ordinators administratively in the recruitment and induction of new staff.
• Prepare Induction folders for new staff.
• Organise ID Badges for new members of staff.
• Ensure Staff Contact sheet is continually updated as well as internal movements of staff.
• Send out letters to clients/referrers/voluntary sector organisations on behalf of staff within HCNS.
• Collate and manage an archive of case studies ensuring all localities contribute regularly and secure the necessary permissions.
• Compile and collect information about local voluntary and community sector organisations and upload to a centrally held file sharing system.
• Take and circulate minutes at Management meetings and monthly Team Meetings as required.
• Input data accurately onto an electronic database when required.
• Ensure confidentiality of all paper and electronic records, complying with the HCNS policies.
• Undertake required training.
• Undertake any other relevant duties as is reasonable, as requested by Project Support Co-ordinator.

Person Specification:

Successful candidates must demonstrate a significant number of the following:

• Ability to organise, plan and prioritise on own initiative, including when under pressure and meeting deadlines.
• Must be a proactive self-starter and solutions focused.
• Excellent interpersonal and communication skills.
• Ability to work as part of a team and on own initiative.
• Ability to deal with queries in a diplomatic, professional and confidential manner.
• Ability to communicate effectively, both verbally and in writing, with people, their families, carers, community groups, partner agencies and stakeholders.
• Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity.
• Knowledge of and ability to work within policies and procedures, including for confidentiality, safeguarding, lone working, information governance, and health and safety.
• Good telephone manner.

Qualifications & Training:

• Educated to GCSE level or equivalent by experience.
• IT literate. Proven ability to use email, word processing and spreadsheet packages effectively.

Experience:

• Knowledge of services provided by the NHS and Social Care desirable.
• Knowledge of the area served by the scheme.
• Able to plan own workload.
• Working knowledge of health and safety practices.
• Understanding of the Risk Assessment process.
• IT literate.
• Able to complete written template records.

Competencies:

• Participation in a multi-disciplinary team environment.
• Experience of working in the voluntary sector.
• Experience of delivering high quality services to the public.
• Experienced car driver.

Additional Information:

• Disclosure and Barring Service Check: An enhanced DBS disclosure will be required for this post.
• Confidentiality: Attention is drawn to the confidential aspects of this job and personal responsibility and liability under the Data Protection Act 1998. Matters of confidential nature, including information relating to clients or staff, must not under any circumstances be divulged to any unauthorised person.
• Health & Safety: The post holder is required to take reasonable care of their own health and safety and that of other people who may be affected by their acts or omissions at work and to ensure that statutory regulations, policies and codes of practice and departmental safety rules are adhered to.
• Equality and Diversity Policy Statement: We believe that equality for all is a basic human right and actively oppose all forms of unlawful and unfair discrimination. We celebrate the diversity of society and are striving to promote and reflect that diversity within this organisation.
• Appointment of this position is subject to satisfactory references.