Programme Administrator for Your Voice Counts

Contract Type: Permanent
Role Type: Employment
Hours: Full time
Application deadline:
Based: Hybrid
Salary: £23,400 Per Annum
Salary Type: Fixed Salary
Location: Tyne and Wear
Role description: Administration
We are recruiting for a Programme Administrator!
This is a key role at the heart of Your Voice Counts, working with staff at every level and supporting clients and professionals to access our services. This is an ideal role in which to gain a range of knowledge and experience, from the Advocacy and Communities services that we provide to the core functions of a charity such as HR and Governance. Training will be provided along with support for personal and professional development. This role is a great opportunity whether you have administrative experience or if you are looking to transfer your skills to the charity sector. Your Voice Counts is a friendly, supportive and inclusive organisation and we look forward to hearing from you.
Who we are:
At Your Voice Counts, we help vulnerable people find a voice and gain control over their lives.
We help the people we support to speak up for what they want and need, to be better connected and to have choice and control in their lives.
Our values guide how we work, and we are all responsible for putting these into practice every day:
- Being accountable – We are honest and take responsibility for our actions.
- Being person-centred – We put people's needs first.
- Learning and growing - We challenge ourselves and each other to help us get better at what we do.
- Promoting equality – We work to get equal opportunities for everyone.
- Working together – We achieve more by working as a team than by acting alone.
Our wonderful staff embody our values and are dedicated to the work we deliver together. They are committed and passionate with a positive attitude. We all share the same vision and values.
Main Responsibilities:
- To be the first point of contact for queries and referrals for our Advocacy and Communities services, via phone or email. To provide a welcoming, friendly and professional service, considerate to client group and professionals alike
- To provide project specific administrative support to our Advocacy Team, including:
- Processing statutory and case advocacy referrals.
- Liaising with professionals to ensure complete and accurate information is captured.
- Supporting the internal allocation of cases to advocates including RPR (Relevant Person’s Representative) referrals.
- Seeking updates on low-intensity RPR clients from care homes by phone.
- Monitoring Deprivation of Liberty Safeguards (DoLS) expiry dates, seeking updates where expiry dates have passed.
- Providing administrative support to our NHS ICA (Independent Complaints Advocacy) service.
- To provide project specific administrative support to our Communities Team, including:
- Processing client first contact forms.
- Data entry and upload of Communities forms.
- Organising Care and Treatment Review meetings (CTRs) and completing associated administrative tasks.
- Producing documents and information in Easy Read (training will be provided).
- To provide administrative support for Oliver McGowan Mandatory Training sessions.
- To report on, update and monitor data
- To create surveys and collate findings.
- To provide administrative support and minute taking for team, board and committee meetings.
- To contribute to process development and continual improvement within the Administration Team.
- To support staff recruitment, induction and maintenance of staff records.
- To support annual leave and sickness absence recording and management.
- Operations support including equipment monitoring and basic building maintenance and coordination.
- To support staff with IT and equipment queries, escalating where appropriate.
- To take part in some client-facing work, this may include supporting our drop-ins or self-advocacy groups, or our admin volunteers with learning disabilities.
- To complete any other office administrative tasks (e.g. uploading documents, printing, scanning, photocopying, processing post, typing letters, arranging travel) as required
This is not an exhaustive list of duties, and you will be expected to undertake other duties commensurate with the duties of the post as may be reasonably directed and/or as necessitated by your changing role within the organisation and the overall business objectives of the organisation.
Person Specification:
We are a values-based organisation and you will have demonstrable belief in the rights of people who use our services.
You will also:
- Be comfortable communicating with a range of professionals via email and on the phone.
- Be comfortable communicating with people with learning disabilities and mental health issues (experience of this is desirable but not essential).
- Work well in a team, supporting others and asking for help where needed.
- Be committed to the values of Your Voice Counts and seek to reflect on your own practices and personal development.
- Have a desire to learn and develop knowledge and act positively on feedback.
- Have excellent attention to detail, and be able to follow processes and ensure high quality of data and record keeping.
- Be highly organised with an ability to handle a busy workload and prioritise effectively.
- Be able to identify problems quickly and always seeks solutions.
- Take initiative and always look for ways to improve systems and processes.
- Have strong IT skills and experience using databases and Microsoft Office
- Be able to support others to use the Microsoft suite effectively and with basic IT problem solving (desirable).
- Be friendly, approachable and non-judgemental.
- Be able to work from and visit our different sites across Gateshead, Newcastle and South Tyneside.