Tŷ Elis (Porthcawl Counselling Service) is a counselling charity based in Porthcawl. We provide counselling to individuals who are experiencing anxiety or unhappiness. We also provide training to those who wish to learn more about mental health and those who would like to train as counsellors from Foundation to Post-graduate courses. We are a corporate member of the British Association of Counsellors and Psychotherapists (BACP) and the National Society of Psychotherapy and Counselling (NCPS).

Job Summary:

This is an interesting, varied and exciting opportunity for a lead administrator to support all our services and new developments plans to become a sustainable enterprise with an increasing voice in the South Wales mental wellbeing community. The main duties of this role will be to deliver strong and robust administrative support to the senior team and users of our services. The postholder will be responsible to the Clinical Director, Chair of Trustees, and Director of Studies. The main duties include all aspect of administrative processes to run the organisation, including allocation, and data collection of clients to counsellors and students. The postholder will also service the Trust Board by collating and sending papers and taking of minutes at the quarterly Trust Board meetings and AGM. The postholder will also oversee the volunteer receptionists and ensure adequate reception cover for the organisation’s needs. The postholder will be the main contact for members of the public seeking information relating to training or receiving counselling and will therefore be representing the organisation at the highest standard. The postholder will also be responsible for supporting the Director of Studies in administration duties pertaining to recruitment, registration and Training Centre processes. They will work with the Clinical team to manage the business, contracts/grants and support future plans for Tŷ Elis. The postholder will also be responsible for ensuring the maintenance of the premises is kept compliant with H&S regulations.

The successful candidate has to have strong administration and organisational skills and experience and have excellent communication and people skills. The postholder may also be required to assist with safeguarding incidents ensuring that the client and counsellor receive appropriate support from a member of the clinical team.

They will support and complement the work of the organisation and act in a manner consistent with the aims and values of the organisation.

Main Duties:

Ø Be jointly responsible, with the administrative assistant and receptionists, for receiving requests from members of the public wishing to register to join the waiting list for counselling. This involves answering the phone, taking details and answering enquiries relating to the service, then passing the referral to the administrative assistant for entering onto the waiting list.

Ø Allocating, with the administrative assistant, the counselling clients to the appropriate counsellors, in-house or outreach, according to waiting list and individual needs of the client and counsellor.

Ø Ensuring all information is kept confidential and in line with GDPR and Data Protection regulations.

Ø Completing data entry for outcome forms onto databases

Ø Completing all required DBS checks for counsellors, associate counsellors and staff, ensuring documentation is up to date and in line with DBS requirements.

Ø Keep an annual audit of compliance with professional standards of outreach counsellors.

Ø Be responsible for keeping staff and student’s files in line with organisational needs.

Ø Be an approved electronic signature for invoice payments via online banking and hold the petty cash, ensuring receipts and balances are kept accurately, and banking of donations as and when required.

Organisational Duties

Ø Be the Clerk for Trust Board, organising the meetings, papers and processes. Ensuring that the statutory notice of Trust Board meetings is maintained, papers collated and minutes taken and prepared.

Ø Supporting the Chair of Trustees with Trust Board meetings and administrative support.

Ø Organising applications for training courses. Ensuring that enquires for training courses are answered and application forms sent out and collated for the senior team

Ø Organise meetings and interviews as required for senior team

Ø Organise events on behalf of the organisation, such as graduation events as required.

Ø Be the main point of contact for premises maintenance, organise contractors as required as well as annual inspections in line with H&S regulations, such as fire alarms, fire equipment, cleaning contracts, electrical equipment checks etc

Ø Responsible for organising the volunteer receptionist rota, ensuring adequate cover and arranging their recruitment and training.

Ø Manage and motivate admin staff, sub-contractors, tutors, volunteers and service users and be responsible for reporting any employee matters including updating employment policies to the Trustees.

Ø Support the plan for and implement advertising and promotional strategies and activities, especially training courses.

Ø Contribute to the development of Tŷ Elis brand, promotional material, social media and website and online presence, use of Welsh where possible in all promotions.

Ø Identify and seek approval for any non-routine expenditure through appropriate procedures for identified organisational needs.

Ø Contribute to the maintenance of the premises, such as ensuring standards of cleanliness and premises are safe to users and visitors.

Ø Manage the efficient and effective day-to-day operation of all training activities associated with Tŷ Elis. To include supporting the recruitment, references and interview processes.

Ø Provide direct administrative support to the Director of Studies as required

Ø Provide a main point of contact for all students in order to signpost their concerns/enquiries to the most appropriate member of senior team.

Ø Be involved in the registration of students and claiming of credits in line with Approved Centre requirements.

Ø Assist when required the senior team with inductions of new students/trainees.

Ø Assist the senior team in planning and organising project/contract programmes ensuring appropriate cover is in place when projects and services or training is taking place.

Ø Ensure adequate office cover is maintained at all times, working in collaboration with the receptionist and administrative assistant.

Ø Attend meetings including Board/trustee Meetings 4 times a year and contribute to organisational strategy, planning and policy-making.

Ø Occasionally represent Tŷ Elis at other relevant meetings and conferences as requested by the Director or Board of Trustees.

Ø Experienced user of Microsoft 365 software including excel, word, teams and Outlook for communication and reporting and analysis requirements.

Ø Undertaking any other duties falling within the scope of the work.

This job description reflects the immediate requirements and objectives of the post. To reflect changing needs and priorities, some elements of this post may be subject to change but not without prior negotiation and discussion with the post-holder.

Pay: £26,000.00-£28,000.00 per year

Benefits:

• Company pension
• Free parking

Work Location: In person