Date as postmark Dear Applicant Community Reception and Administrative Support Worker Thank you for your enquiry about the above post, please find enclosed: Job description Application form and equal opportunities monitoring form. (The application form must usually be used. However, if you have a disability which prevents you from being able to use it please contact us to arrange an alternative method of application) More information about the Settlement can be found at – www.birminghamsettlement.org.uk Please return your application and equal opportunities forms to the HR team (Faxes and CV’s will not be accepted) at the address above or by email to [email protected]The closing date for completed application forms is 12 noon on Friday 14 th June 2019. Application forms which arrive after this time will not be put forward to the selection panel. Interviews will be held on Friday 21 st June 2019. We do appreciate the time and effort candidates spend in completing their applications but as a registered charity with scarce resources we will reply only to those candidates whom we shortlist. Therefore, if you have not heard from us within four weeks of the closing date I regret your application has been unsuccessful. Head Office - Aston 359-361 Witton Road Aston Birmingham B6 6NS Tel: 0121 250 0777 Email:
Transcript
Date as postmark
Dear Applicant
Community Reception and Administrative Support Worker
Thank you for your enquiry about the above post, please find enclosed:
Job description
Application form and equal opportunities monitoring form. (The application form must usually be used. However, if you have a disability which prevents you from being able to use it please contact us to arrange an alternative method of application)
More information about the Settlement can be found at – www.birminghamsettlement.org.uk Please return your application and equal opportunities forms to the HR team (Faxes and CV’s will not be accepted) at the address above or by email to [email protected]
The closing date for completed application forms is 12 noon on Friday 14th June 2019. Application forms which arrive after this time will not be put forward to the selection panel. Interviews will be held on Friday 21st June 2019.
We do appreciate the time and effort candidates spend in completing their applications but as a registered charity with scarce resources we will reply only to those candidates whom we shortlist. Therefore, if you have not heard from us within four weeks of the closing date I regret your application has been unsuccessful.
Job title:Community Reception and Administrative Support Worker
Salary: £9.00 per hour (Living Wage).
Hours: 35 hours per week (flexible – some evening / out of office hours including weekends).
Pension: Group Personal Pension with employee’s and employer’s contribution matched at 5% of salary or Stakeholder Pension.
Annual leave: 25 days per annum (1 additional day per annum after 3 years continuous service to a maximum of 5 additional days).
Tenure: Permanent
Based at: Birmingham Settlement – Aston Centre; 359-361 Witton Road, Aston, B6 6NS
Responsible to: Finance & Corporate Services Manager
Responsible for: Community ReceptionRole Purpose: To be the first contact for all visitors, service users and staff to meet, greet and
signpost to services. To be the key contact for first enquiries from colleagues and to filter enquiries appropriately. To manage switchboard, data entry and administrative support to Birmingham Settlement.
Allowances: This post qualifies for casual car user allowance.
Birmingham Settlement tackles social disadvantage by working with individuals, agencies and communities to identify gaps and assets to develop and improve existing and new services.
Community Engagement & Wellbeing
Engagement activities e.g. support for older people, families, young people, service users and communities.
Community Development Community development and capacity building/infrastructure support.
Money Advice Debt and welfare benefits advice and associated support.
The requirements listed below are broad definitions of the role. Birmingham Settlement reserves the right to amend and/or change these as and when it sees fit in line with changing needs. The post holder is expected, and agrees, as part of their role to be flexible to this end.
Key accountabilities/job purpose:
1. Corporate Requirements:
a) To positively represent and demonstrate a commitment to the aims, objectives and values of Birmingham Settlement at all times including day to day activities and events.
b) To work at all times in accordance with Birmingham Settlement policies and procedures.c) To work at all times in line with Birmingham Settlement’s commitment to diversity and equality
of opportunity. d) To be approachable and willing to go the extra mile, delivering excellent customer care.e) To develop and contribute to integrated working across Birmingham Settlement and with
partners as appropriate.f) To support the induction, training, and development of staff, volunteers and colleagues.g) To use initiative and be proactive e.g. to make suggestions for service improvement.
h) To contribute to sustainability via fundraising and income generation activities.i) To be self-administering and maintain accurate records and reports of work carried out.j) To achieve organisational, departmental and individual KPIs and targets.k) To undertake training to meet new and developing needs as required.l) To carry out any other duties commensurate with the role as required.
2. Core Duties:
a) To meet and greet all customers, partners, funders and visitors into Birmingham Settlement Aston; ensure all visitors are appropriately signed in and directed to the service required.
b) To supervise and maintain excellent front of house standards including up to date service information for distribution and foyer use.
c) To manage post (in and out), room bookings, to maintain daily event calendar and other administrative functions within the setting.
d) Setting up rooms for regular activities and one off events.e) To communicate with staff and users about events, closures and any changes to front of
house services in a timely and user friendly manner.f) To support the maintenance of equipment and services to delivery settings e.g. photocopiers,
refreshments.g) To ensure comprehensive administrative support is provided for users of the cyber suite.h) To provide data input support for Birmingham Settlement alongside general administrative
service such as switchboard, photocopying, mail outs, typing.i) To contribute to management reports as required by the Finance Manager.j) To assist with open events and community involvement as required.
3. Value for Money:
A key driver for Birmingham Settlement’s sustainability must be the consideration of all aspects of value for money. All employees must contribute to this concept through:
Effective role fulfilment. Effective joint working and integration. Continual evaluation of personal performance, service user feedback, benchmarking, KPIs Promotion of energy saving and cost reduction e.g. recycling, reusing, reducing; responsibility
and commitment to energy saving utilities, lighting, PCs, reduced printing. Promoting, encouraging and supporting volunteers. Maximising accessibility for volunteers across all service areas.
Criteria Essential DesirableExperience & Knowledgea) Excellent understanding of customer care in a community setting. Xb) Demonstrable experience of working in a service delivery environment
including provision of front of house and administrative work.X
c) Understanding and/or ability to quickly learn of issues around safeguarding in a public setting e.g. working in a childcare, vulnerable adult delivery environment.
X
d) Proven experience of IT including data input, word processing, typing, and of using and implementing general administrative equipment e.g. copier, fax, switchboard.
X
Skills and specialist knowledgea) Good numeric ability with an understanding of budgets and the principles
of budgetary control/cash handling.X
b) Good knowledge of computer applications and a willingness to use IT and other office technology (in line with development) to more effectively carry out the duties of the role.
X
People Management / Relationshipsa) A confident, approachable style with ability to communicate sensitively
and effectively with clients and colleagues at all levels e.g. senior, junior, volunteers and external visitors, partners etc.
X
b) Ability and willingness to work flexibly and creatively with colleagues ensuring resources are used effectively at all times.
X
c) Ability to establish excellent working relationships with colleagues and all stakeholders accessing Birmingham Settlement Services.
X
Education/Training and Qualificationsa) Good standard of education. XPersonal Qualitiesa) The ability to ‘get on with the job’ working alone and as part of a team. Xb) Clear and accurate written and verbal communication skills. Xc) Awareness, understanding and commitment to good practice in relation
to equality/diversity.X
d) Excellent organisational ability including a systematic approach to the work of the post, an ability to prioritise, work under pressure and work to deadlines.
X
Other / Generala) Experience of working in the voluntary/community sector. Xb) Additional community language skills. X
Birmingham SettlementApplication form
Please complete in black ink, as this form will be copied
1. Post applied for: Community Reception and Administrative Support Worker
2. Personal details:
Title (Mr, Mrs, Ms etc)………….First name(s) …………………………………………………………………..
Surname/family name ……………………….…….…………Previous surname, if changed………………………
Home address ……………………………………………………………………………………………………………
6 Training and short courses attendedPlease put the most recent first and include any skills based courses, e.g. use of PC’s etc
SubjectDates
Certificates/qualifications
From To
7 Relevant skills, knowledge and experience to support your application Please give details of your relevant skills and experience and reasons for applying for this post. We will use the information you give us to make our shortlist.
You should look at the job description and person specification and show how you meet the criteria we are looking for. You may find it helpful to use the headings in the person specification and job description to do this.
Please continue on a separate sheet if necessary.
8 Key interests and voluntary work Please give details of any interests or voluntary work that support your application and show your skills, knowledge and experience for the job you are applying for.
9 Miscellaneous informationBirmingham Settlement keeps a record of staff interests which may present a conflict of interest with their role at the Settlement. A conflict does not bar you from working with the Settlement but may need to be managed openly to avoid doubt. If you are offered a post you are expected to declare such interests so:
Are you aware of any potential conflict of interest as a result of working for the Settlement? Yes/No
If yes, please give details: ……………………………………………………………………………………
Are you related to a current or former employee or Trustee of the Settlement? Yes/No
If yes, please give details: ………………………………………………………………………………
10 Declaration under the Rehabilitation of Offenders Act 1974In accordance with the Rehabilitation of Offenders Act the Settlement will not discriminate its employment decisions against ex-offenders with criminal records if it is judged that the offence has no relevance for the post(s) applied for.
Please note that if you are applying for posts working with young people or vulnerable adults, both spent and unspent convictions must be disclosed. For certain posts at the Settlement we will also require your consent to obtaining information from the Criminal Records Agency prior to offering you employment.
Have you been convicted of a criminal offence (not including any convictions which are now spent under The Rehabilitation of Offenders Act 1974)? Yes/No
If yes, please give details: …………………………………………………………………………………
11 ReferencesPlease give the names of two referees; if possible one should be from your current or most recent employer. If you are not currently working please give the name of your last two employers. If you are currently studying and not in full time employment, you should also give the name of your college principal or tutor.
We will not request references without your prior consent and do not normally contact referees unless we make a job offer.
Referee 1 Referee 2
Name ………………………………………………….
Position ……………………………………………….
Address ……………………………………………….
…………………………………………………………
…………………………………………………………
………………….…… Post code ……………………
Tel no ………………………………………………….
Email: …………………………………………………
Relationship to applicant
…………………………………………………………
Name ……………………………………………………
Position …………………………………………………
Address …………………………………………………
……………………………………………………………
…………………………………………………………...
……………………………Post code………………….
Tel no ……………………………………………………
Email: …………………………………………………...
Relationship to applicant
……………………………………………………………
12 DeclarationThe information provided in this application will be processed (as defined under the General Data Protection Regulation, 2018) for HR Purposes and I consent to the processing.
I declare that the information given on this form is true and accurate to the best of my knowledge
Signature …………………………………………………… Date ……………………………………….…………
Please return this form marked Job Application to: -Birmingham Settlement, 359 – 361 Witton Road, Aston, Birmingham B6 6NS
General Data Protection RegulationThe information you have supplied to Birmingham Settlement will only be used for the purpose of progressing your application and to assess your suitability for the role. We will not share your data with any third party or store it for longer than is necessary. If you are successful in your application the information you provide will be retained by us as part of your personnel file for a period of six years following the end of your employment.
If you are unsuccessful at any stage of the recruitment process the information you have provided will be retained for 6 months from the closure of the recruitment campaign and then destroyed securely.
Birmingham SettlementEqual Opportunities Monitoring Form
Birmingham Settlement is striving towards the provision of equal opportunities in all areas of work. To help us monitor the effectiveness of our policy, please complete this form. The information is confidential and will be separated from your application before it goes to the short-listing panel. Your application will still be considered if you do not complete this form.
Post applied for: Community Reception an Administrative Support Worker
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