Children's Centre Admin Assistant

About the Service and Team

We have one full-time vacancy for Maternity Cover for a Children's Centre Admin Assistant in East Cornwall, Launceston, whose core focus will be to support the work in our Family Hubs, enabling them to achieve the best outcomes and prioritise direct work with children and families, and ensure timely communications with service users and partner agencies.

Successful applicants will work as part of a team, supporting children and families across the county through the delivery of high-quality business support services. Duties will involve a range of tasks including the monitoring of admin mailboxes, distribution of correspondence and reports, records management, meeting administration and detailed recording of complex meetings within strict timescales, financial transactions and input of information to the Case Management System.

Whilst the location/work base for these roles has been specified, our evolving ways of working means that the role may require you to work from other locations. We work flexibly to effectively support the people, services and organisations that we support and will discuss this with you during the recruitment process. There will be a requirement to assist with the delivery of business support within our core business hours, Monday – Friday.

This position will be subject to an Enhanced Disclosure and Barring Service check.

• Provide a high quality, courteous and professional reception service to all visitors of the Family Hub.
• Answer and forward all telephone calls to the Family Hub in a courteous and efficient manner.
• Ensure the reception area and other rooms in the Family Hub are kept clean, tidy and safe.
• Responsible for processing incoming and outgoing mail and goods.
• Administer the Family Hub customer compliments/complaints/comments system.
• Manage session attendance registers.
• Assist in ensuring the effective use of practitioner time.
• Manage and prioritise own workload effectively.
• Act as the first point of contact for all IT systems in the Family Hub, including logging support with IS as appropriate.
• Maintain filing systems to ensure easy retrieval by colleagues and undertake filing as appropriate, assisting with Data Protection requirements.
• Ensure security of all confidential information.
• Assist the Family Hub Coordinator in the collection/collation of data.
• Assist with the set‑up of parenting courses and the distribution of coursebooks.
• Enter data into the Case Management System.
• Manage the Family Hub inbox.
• Manage room booking enquiries and approvals.
• Responsible for reporting building and equipment faults.
• Attend and take notes of meetings as required.
• Distribute documents to families.
• Maintain the electronic diary for room bookings.
• Issue keys and equipment to staff and visitors at the Hub.
• Keep information for partner agencies up to date.
• Maintain Family Hub resources, information/publications, and notice boards.
• Assist the Family Hub Coordinator with premises responsibilities, ensuring security of the building and admission to it according to agreed procedure.
• Positively promote all events and activities delivered from the Family Hub, encouraging family participation.
• Produce effective publicity material in line with corporate marketing guidelines.
• Request system access amendments for all workers within the Family Hub.
• Manage document archiving.
• Monitor general stationery and cleaning supplies, draw up orders for approval and process on Oracle.

Monday – Friday, 9am–5pm

There will be a requirement to assist with the delivery of business support within our core business hours, Monday – Friday.

• Four GCSEs (A–C), or equivalent, including English and Maths.
• Excellent keyboard skills.
• Experience of working in an office environment (advantageous).
• Full clean driver’s licence.
• Good interpersonal and communication skills, with the ability to liaise appropriately with all levels of staff, service users and other agencies.
• A professional approach, applying discretion and diplomacy.
• Flexibility and the ability to enjoy working within a busy team environment.
• Ability to produce good-quality, accurate work while…