Administrator

Job Description

North & West Gloucestershire Citizens Advice are looking for an enthusiastic individual to join our Admin team and make a real difference to their community. This is an opportunity for you to join an established charity that has an excellent reputation for the provision of high-quality advice and is a great place to work. You’ll be part of a team committed to working together and with partner agencies to achieve the best outcomes we can for our clients.

The role

Company Benefits: £25,000 - £28,783 (dependent on experience)

Pension: Contribution of 7% based on 4% employee contribution

Employee Assistance Scheme: Health Assured

Birthday Leave: Take a day to celebrate your annual personal milestone. This leave does not form part of your annual leave entitlement.

Christmas Closure: Our office will be closed between Christmas and New Year’s, and these days won’t count towards your holiday entitlement.

Flexible Working Policy: Includes compressed hours, flexitime, homeworking/hybrid

Location: Gloucester

Reports to: People & Office Manager

Purpose of the Role

As an Administrator, your primary focus will initially be managing the grants process. You will oversee all stages, from the application and assessment phase to the disbursement of funds provided to North and West Gloucestershire Citizens Advice by external funders.

These grants are intended to support clients facing challenges such as the cost-of-living crisis, fuel poverty, and housing arrears.

As current funding programmes come to an end, the role will evolve to support the development and implementation of new ways of delivering grant support, projects and related administrative functions.

The successful candidate will play an active role in helping shape and embed these new processes and ways of working.

The postholder will also be responsible for delivering a variety of general administrative support to the Charity. This will involve assisting staff and volunteers working both in the office and remotely, as well as providing support to clients seeking advice through face-to- face meetings, email, and telephone.

Role profile

Energy Grants

➢ Check energy applications received from Caseworkers to ensure relevant information has been provided, request supporting information if required and ascertain that the criteria for a grant have been fulfilled.
➢ Check energy applications and supporting information received from Advisors, paying attention to supporting documents, checking statements and requesting further information and additional documentation if required. Ascertain all criteria for a grant has been fulfilled.
➢ Direct referrals for energy grants are permitted from GARAS or the Forest of Dean District Nursing Team.
➢ Check applicants have not previously received an energy grant payment.
➢ Record demographic information for each application to aid future reporting.
➢ Send weekly applications to the Treasurer for payment confirmation
➢ Notify referrers when payment is made
➢ Record monthly application data on ‘Current Distribution’ Spreadsheet and also quarterly/end of year calculations if applicable.
➢ Provide monthly report of applications per referrer to the Advice Service Manager.
➢ Prepare funder reports as required, including specific demographic information as requested.
➢ Liaise with the Finance Manager, Treasurer and Chief Officer to clarify spending and budget information as required.

➢ Monitor spending and update Chief Officer as funds deplete, informing caseworkers and advisors as instructed.
➢ Maintain accurate records of grants administered throughout all areas.

Charitable Funds
➢ Act as a resource to caseworkers and advisors in relation to grants available to clients both locally and nationally maintaining awareness of criteria for guidance.
➢ Update information on Teams file management system to keep staff informed and ensure smooth communication and tracking of grant opportunities.
➢ Managed the process when charity provides funds directly to N&WGCA, ensuring that all relevant information has been gathered from the referrer via a small grant requisition form.
➢ Work with caseworkers and advisors to problem solve and overcome any difficulties relating to the supply of goods or services required from a charity application.
➢ Maintain links with local charities and ensure good working relationships are upheld.
➢ Provide feedback to staff via team meetings and email regarding funds and charities available and any changes in criteria.

SIM Cards
➢ Oversee the SIM card distribution to provide timely access for clients and maintain
records for the National Databank. In addition, complete monthly online reporting to
National Databank.

General Administrative duties
➢ Dealing with day-to-day incoming enquiries from clients, staff, volunteers and
 external agencies
➢ Signposting clients to relevant Citizens Advice telephone or web services
➢ Provide administrative support to all departments, and the service generally, as required
➢ Process incoming client post, emails and telephone enquiries using the Citizens Advice CRM database (Casebook) in accordance with our systems and procedures
➢ Managing, amending, and booking client appointments
➢ Data inputting
➢ Creating and maintain spreadsheets and databases
➢ Prepare and write documents and reports as required
➢ Use a photocopier and other office machines as appropriate.

Working as part of a team
➢ Be an active member of the wider team, acting and support colleagues in a collaborative way
➢ Work with colleagues to maintain a positive working and learning environment, in which equality and diversity are valued and dignity at work is upheld.
➢ Promote best practice across the team

Other duties and responsibilities
➢ Carry out other tasks within the scope of the post to ensure the effective delivery and development of the service
➢ Help to arrange events and meetings
➢ Abide by health and safety guidelines and share responsibility for own safety and that of colleagues
➢ To comply with all published organisational policies and procedures
➢ Work flexibly to undertake such other reasonable duties and responsibilities.

Person specification

1. Previous administrative experience with good current knowledge of Microsoft Office Packages
2. Ability to provide efficient administrative support and to maintain office systems.
3. Attention to detail when recording data
4. Excellent organisational skills with the ability to manage a varied workload, prioritise and meet deadlines under pressure.
5. Good interpersonal skills with the ability to communicate with people at all levels.
6. Able to work collaboratively as part of a team, with the self-motivation to work independently.
7. Ability to create and maintain efficient administration systems and records relevant to the role
8. Awareness of current energy issues and fuel poverty
9. A problem-solving attitude, able to identify challenges and find solutions
10.Experience of working with vulnerable people
11.Ability to handle sensitive and confidential information appropriately.
12.Flexible and adaptable approach to work, with the ability to support evolving services and processes.
13.Willingness to contribute to the development and implementation of new ways of working.
14.Understanding of, and commitment to, the aims and principles of the Citizens
Service in which equality and diversity is embedded throughout

Want to chat about this role?

If you want to chat about the role further, you can contact Cherone Thompson via the details to the right of this advert.

Applying for this post

To apply for this post, please complete our application form, which can be found on our
website by clicking on Apply Now. 

In accordance with Citizens Advice national policy, we may require the successful candidate to be screened by the DBS. However, a criminal record will not necessarily be a bar to you being able to take up the job.