PURPOSE OF ROLE: 

To provide essential support working in conjunction with the Carer Wellbeing Officers to administer grants and respite services to Carers who are referred into the service. The co-ordinator will support the wellbeing officer, answering carers queries in relation to the processing of grants/respite and other carer support and enter them onto the charities data base. This role will also support the training & events officer with events and activities and support small fundraising activities.

MAIN DUTIES AND RESPONSIBILITIES:

 Answer and managing calls and email enquiries from carers, providers and statutory bodies, providing them with information and support. Referring them to the Carer Wellbeing Officers for onward support/assessment where required.

Administer small grants, counselling services and our respite service, for carers across in all counties, completing the paperwork and entering details onto the database and appropriate spread sheets. This requires liaising with Wellbeing officers and carers to ensure that a good quality service is provided. Invoice checking will also be required, working in conjunction with our finance team.

 Dealing with general public who may walk into the centre and need information packs, booking appointments with wellbeing officers, supporting the duty rota if required and entering the information provided onto the database.

Liaise with the team leaders to ensure carer contact deadlines are being met as per our contract monitoring responsibilities.

Support wellbeing officers with events throughout the year these include carers week, carers rights day and Christmas activities. This may include attending events, ordering supplies, taking bookings and liaising with outside organisations.

Maintain all NEWCIS monitoring procedures in line with The Charity Excellence Quality Assurance Framework and update the data base in line with documentation policy.

Carrying out general office duties in line with company policies such as handling petty cash, ensuring post is dealt with each day.

Support the organisation of the newsletter, which includes the franking of the envelopes and arrangement of collection of the post bags.

Be responsible for the Health and safety checks at locking up – ensuring all equipment is unplugged, fire doors closed and all lights off. Complete appropriate paperwork to show that the checks have been completed.

Maintaining and ensuring confidentiality over personal information relating to individual users of NEWCIS and company information in line with the General Data Protection.

Carry out such other duties as may be required, which are consistent with the duties and responsibilities of the post.

Agree to complete relevant training as the role demands, including a relevant QCF in customer service/advice and assistance.

COMMUNICATIONS:

Work with the Team Leaders and Wellbeing Officers ensuring good communication and all parties are updated on the activities of the post. The use of the NEWCIS data base is an essential part of this process.

Work with the team in taking referrals and passing them on to the duty Wellbeing Officers.

GENERAL:

Teamwork is essential to the smooth running of the organisation and all members are required to play an active part. Staff duties include helping to maintain cover in the office, dealing with calls from Carers and following all the policies and procedures of the organisation. Everyone has a responsibility to work co-operatively and in collaboration with all members to ensure that the organisation meets the requirements of the service level agreements it has entered.

Due to the nature of the job, some evening and weekend work will be necessary and some engagement with our fundraising activities is also required for which time off in lieu can be taken.

LOCATION:

The role is based at the Mold Carers Centre, however the jobholder may be required from time to time to from other sites or venues, as such a current UK driving licence and access to a vehicle or access to equivalent transport is required.

This job description sets out the main duties of the role as of the date it was drawn up. These may vary from time to time without changing the general character of the role or the level of responsibility entailed. It is expected, therefore, that the jobholder will undertake any other duties commensurate with the grading of the post as allocated through line management.

NEWCIS AS AN EMPLOYER:

NEWCIS is an equal opportunities employer.

FURTHER RESPONSIBILITIES:

To support the activity and ethos of the charity.

To stay up to date with developments and attend such training courses as agreed.

Such other duties as NEWCIS may require from time to time.

Flexibility to work in other locations on an occasional basis as required.

FLEXIBILITY STATEMENT:

In addition to the duties and responsibilities outlines, you must be prepared to undertake such additional duties which may result from changing circumstances, but which may not of necessity change the general character or level of responsibility to the post.

You will be subject to annual performance reviews which will incorporate a review of these duties and performance over the year.

CONFIDENTIALITY:

Ensure, in the course of employment, complete confidentiality is maintained in respect of the Charity, its dealings, transactions, affairs and all other information relating to clients, participants, associates, staff etc. To ensure that all information relating to the above is processed in accordance with the General Data Protection Regulations 2018.

COMPETENCE:

You are responsible for limiting your actions to those which you feel competent to undertake.  If you have any doubts about your competence during the course of your duties, you should immediately speak to your line manager.

RISK MANAGEMENT:

It is a standard element of the role and responsibility of all staff within the Charity to fulfil a proactive role towards the management of risk in all their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards.

HEALTH AND SAFETY REQUIREMENTS:

All employees of the Charity have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.  Employees are required to co-operate with management to enable the Charity to meet its own legal duties and to report any hazardous situations or defective equipment.

PERSON SPECIFICATION: