CONTENTS · Web viewTo operate petty cash and ensure the safe storage of keys. Mai. n tasks - ......

One-to-One (Enfield)OFFICE ASSISTANT

CONTENTS Person Specification

Job Description Terms and Conditions

Application Form Equal Opportunities Monitoring

Computer literacy is essential to the job so forms must be competed electronically

If you do not have a computer please use the library, job club or ask to come to our office to complete the form.

If you do not understand a question please email [email protected]

Closing date & time 5.30 p.m. MONDAY 17 TH FEBRUARY 2020

Late forms will not be considered

Return forms Email to: [email protected]

We will contact shortlisted applicants for interview by 24th February. Please let us know at that stage if you require reasonable adjustments for the interview

PERSON SPECIFICATION

You will be able to demonstrate that you have knowledge and experience (paid or voluntary) of: Administration ideally within a charity, community or local authority Information Technology Social Media

of 11One-to-One (Enfield) is a Charity registered at the above address

Charity No. 1061507 and a Company Limited by Guarantee (England & Wales) No. 3324923

mailto:[email protected]


Databases

We are looking for someone who is able to show: Understanding of and commitment to One-to-One (Enfield)’s aims Awareness of Diversity & Equality and the importance of an inclusive community Awareness of the discrimination faced by disabled people, in particular people with

learning difficulties. Their ability to work as part of a team That they are organised and able to multi-task That they are helpful, approachable and able to stay calm and diplomatic under

pressure A desire to learn and further develop own skills Respect for the right of the individual to confidentially That they are flexible, resourceful and have a sense of humour

Specific Skills Excellent written and oral communication skills Excellent IT skills, including the ability to confidently use Microsoft Word, Excel and

Outlook Social Media skills including – FaceBook, Instagram & Twitter Willingness and ability to learn and operate new IT systems and databases Excellent administrative and organisational skills

JOB DESCRIPTION

RESPONSIBLE TO: Communication & Project Manager

HOURS: 12 hours per week spread across three days.

CONTRACT PERIOD: There will be a 3 months initial trial period.

PURPOSE OF JOB: To ensure smooth running of the day-to-day service and activities of One-to-One (Enfield) by working as a part of team of staff, service users and volunteers.

MAIN TASKS AND RESPONSIBILITIES of 11

One-to-One (Enfield) is a Charity registered at the above addressCharity No. 1061507 and a Company Limited by Guarantee (England & Wales) No. 3324923


In common with all staff

1. Support One-to-One's aims, vision and strategic objectives.2. Follow One-to-One's Equal Opportunities, Safeguarding, Confidentiality and Health and

Safety policies and any other policies that are relevant to the post.3. Attend staff meetings, supervision, training and learning opportunities. 4. Carry out administrative tasks relevant to the job, including basic report writing

and research. 5. Take responsibility for any money used by you as part of your work and to provide

receipts and information on how it was spent.6. To operate petty cash and ensure the safe storage of keys

Main tasks - (a full list of required skills and knowledge is in the Person Specification)

1. Answer the phone and deal with general enquires, messages and emails, forwarding them on to appropriate colleagues as necessary

2. Meeting and greeting visitors to the building3. Occasional secretarial tasks, including producing letters4. Collect money and provide receipts5. Book rooms for activities, prepare booking /attendance sheets and tickets and

book members to on activities6. Prepare Activity and Attendance lists7. Support Communications Manger in transition from paper filing to computer filing8. Support members and volunteers by reminding them about activities or meetings

that they plan to attend, by phone or letter as appropriate.9. There will be opportunities to delegate and supervise 1-8 above when

we have Volunteers, Interns or Temporary Staff 10. Provide Information and Technology support to the Staff Team 11. Update & maintain database of members and volunteers 12. Manage the diary and organise Management Committee, Sub-Committees and

Learning Difficulties & Autism Council meetings, including minute taking, booking room and ordering refreshment etc.

13. Support Learning Difficulties and Autism Council representatives to use the computer to prepare PowerPoint presentations

14. Provide support, for people individually and in groups, to speak up on behalf of their peers at meetings.

15. Act as a host at events, for example, making people feel welcome and comfortable at parties or training sessions.

16. Take part in consultation exercises and to ensure that the work that you do reflects our member’s requirements.

17. To meet with potential new members to tell them and their carers about our organisation, to complete Support Agreements with new members (this may include home visits which should be in line our Lone Worker policy) and to make sure new members are included in and welcomed to activities

18. Support the volunteers to do their voluntary work and to work as part of a team. 19. Carry out other reasonable duties as may be required by the line manager.




TERMS AND CONDITIONS

TITLE: Office and Outreach Assistant

HOURS: Initially 12 hours a week, however there will be opportunities to increase these dependent on our funds and your performance.

Hours are worked on a flexitime basis, including daytime, evenings and weekends.

PAY: NJC point 1 pro rata - actual hourly rate £10.75 (The London Living Wage)

HOLIDAYS: 28 days per year including bank holidays pro rata.

EXPENSES: Travel and subsistence expenses incurred in the course of work as payable at the rate agreed by the National Joint Council.

TRAINING & SUPPORT: Appropriate training and support will be given.

We aim to hold all our activities in premises that are accessible to people who use wheelchairs.

No re-location expenses are offered. Continued employment is subject to us having sufficient funds and could

be subject to redundancy at any time. In which case any statutory redundancy payments would be paid.

The contract is subject to a satisfactory three-month probationary period. During this time there will be assessment and regular reviews.

The post requires a Disclosure and Baring (DBS) clearance. Which we will assist you to apply for.

Please note that this only covers the main points of the Terms and Conditions. If you have any further questions about things that are not covered here please ring Lesley Walls our Chief Executive.




COVER SHEET

To ensure fairness this cover sheet is not submitted to our shortlisting panel. Do not write your name on the other pages.

1. Your name:

2. Your address:

Post code:Email Address

Your telephone number/s:

Please help us by saying what times we can contact you on the number and/or by giving more than one number




APPLICATION FORM

Write down as much information as you think is relevant. The boxes expand to take longer answers.

6. Meeting the person specification

Please note that if you are asked to come to an interview we will ask you to show us your skills.

Please answer all the Questions below?

Administration

Q. Tell us about your experience of doing administrative tasks?

A.

Information TechnologyQ. Can you use both Windows and Mac computers?

A.

Q. Are you able to set up an Outlook email account on a computer?

A.

Q. Why is virus protection important?

A.

Q. Are you able to make documents using Microsoft –Word yes or noExcel yes or noPowerPoint yes or noPublisher yes or no

Social MediaQ. Do you use Facebook, Instagram & Twitter

A.If yesQ. Can you set these up on mobile phones and computers?

A.




Databases

Q. Have you done any data entry in to an Access Database?

A.

People Skills

Q. Why is Equal Opportunities and fair treatment for everyone important to you?

A.

Q. Give an example of the discrimination and unfair treatment faced by disabled people

A.

Q. Tell us about any experience that you have of working in a team?

Q. Why do you think it might be important to keep accurate records and share relevant information with the other staff team members?

A.

7. Use this space to tell us more about yourself.For example your hobbies, personal commitments and ideals, what you like to do in your spare time, any meetings groups or clubs that you are involved in.




4. Education: Practical experience is more important to us than qualifications but for our records please tell us about your education?List classes or courses you have done and any certificates and/or you have diplomas received. Include also any relevant conferences or short courses you have attended.

5. Employment experience:List the jobs that you have had and explain what you had to do in each of the jobs. This should include any voluntary (unpaid) work you have done and work placements.




8. An offer of a job can only be given if we receive two satisfactory

references.

Please list here the names, addresses and telephone numbers of two referees, one of whom should be your present or most recent employer (voluntary or paid work) or a secondary school/college/university referee.

Referees will not be contacted without your permission.

1. Name of referee:

Position:

Address:

Telephone Number:

How do you know this referee?

Can we contact this referee before your interview? YES/NO

2. Name of referee:

Position:

Address:




Telephone Number:

How do you know this referee?

Can we contact this referee before your interview? YES/NO

STATEMENT

Confidentiality must be respected at all times.

We will be taking out Disclosure and Baring (DBS) checks on successful applicants. It would be helpful to know about any criminal convictions (having been found guilty of a crime). This will not necessarily stop you from involvement with One-to-One. However, we do need to know if you have ever been convicted of a criminal offence. Some of the people who use our services are `vulnerable adults’, and we have a responsibility to protect them. We also have to ask about `spent’ (old) convictions, as well as those that are current.Please list any convictions

Please give details

Note: You are of course free to discuss this application form with friends, family etc. But what you put on the form must be your own work.

I understand that canvassing, directly or indirectly, for any appointment, would disqualify my application.The information is correct to the best of my knowledge.

Signed_____________________________________

Date_________________________________




EQUAL OPPORTUNITIES MONITORING FORMCompletion of this form is optional – it is separated from your form when we open

your letter and has no effect on how we deal with you applicationKeeping a record of people who apply for jobs with of One-to-One (Enfield) helps us to make

sure that our advertising is reaching people from a range of backgrounds.

Please tick the appropriate boxes

How do you identify your gender?Woman Man Gender

fluidOther

Age?Under 25 25-40 40-55 55-65 65+

Ethnic Background. Please tell us the ethnic group you identify with?

Do you consider yourself to be a person with a disability?Yes No

If yes, please tell us?

Do you consider yourself to be part of any other cultural minority?For example, Religious, Gay or Deaf Yes No

If you said yes it would be useful if you to say which, but please feel under no obligation to do so

Please tell us how/where you heard/read about the job?



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