For more information and to apply, please download an application pack from our website at http://www.kab.org.uk/working-with-us/current-vacancies.html or call 01622 691357 for a postal pack. We will not accept CVs in application for this post without a completed application pack.

Kent Association for the Blind are seeking an enthusiastic, motivated and well organised individual to provide administrative support to our Maidstone team.

The ideal candidate will have experience in providing administrative support in a dynamic and demanding environment; demonstrating proficient use of a range of IT software including databases, MS Outlook, Excel and Word.

Applicants should have a good understanding of office procedures; good numeracy, keyboard and accuracy skills and an excellent standard of verbal and written communication. Duties include large quantities of data input; typing and minute taking alongside the provision of the general administrative function.

This role would suit an individual that shows an aptitude for prioritising their workload; demonstrates excellent attention to detail and enjoys working as part of a fast paced team.

Hours of work: 35 per week between hours of 9am to 5pm, Monday to Friday.
Based at: 72 College Road, Maidstone, Kent, ME15 6SJ
Salary: £16,617 to £17,730 per annum

Closing date for applications: 9am, Monday 22nd July 2019.
Interview date: Week commencing Monday 5th August 2019.

Job Description

Purpose of Job:

To be responsible for all administrative tasks relating to the work undertaken by Maidstone Rehabilitation team.

Main Duties:

- Input client data to the KAB and KCC databases with a good standard of speed and accuracy and within necessary timescales. To be responsible for reviewing data quality reports for the team and to correct errors as required. To report back to the team leader on repetitive errors, to assist with the identification of team training needs. To assist senior managers in the investigation of data anomalies and to feedback system issues.
- Collect, collate and maintain a range of statistical information using databases and spreadsheets.
- Be responsible for typing of letters, memos, reports, advertising and promotional materials in appropriate house style, agendas, minutes and other materials as required. In addition, to ensure that copies are produced, filed or distributed as appropriate.
- Act as one of the main points of contact for the Centre, respond to enquiries (by email, post, phone and in person) and ensure matters are either dealt with promptly or passed to colleagues as appropriate.
- Provide lunch and other ad hoc cover for the West Duty Officer, dealing with enquiries where possible.
- Provide basic level information, advice and guidance to all callers or visitors to the Sight Centre. Follow up with written or audio information, if needed, or sign post to other sources of information such as KAB’s website.
- Process Certificates of Visual Impairment and other referrals within 48 hours of receipt, recording and filing as appropriate.
- Identify possible safeguarding concerns, appropriately document these concerns and raise them with the Team Leader or another manager within the required timescales. Follow protocols in relation to safeguarding vulnerable adults and children supporting referrals as required.
- Organise and attend meetings, events and conferences where appropriate, including booking rooms, arranging catering, preparing and circulating agendas and confidential minutes in a variety of formats (written, large print, audio etc.). Take minutes when required.
- Manage petty cash. Receive, record and bank income in accordance with KAB finance policy.
- Keep records of team diaries, holiday rotas and meetings, passing relevant information to colleagues and other departments as required.
- Provide administrative support to groups running at the Sight Centre, including Rehab and Peer Support sessions. To include booking rooms, sending course invitations, managing attendee lists, organising refreshments, producing materials in preferred formats and collating evaluation data.
- Set up and maintain filing systems, as required. Develop and maintain systems for the secure storage, retention and retrieval of digital and paper-based materials including scanning and shredding of paperwork for deceased clients.
- Maintain adequate stocks of stationery and equipment and place orders as required.
- Provide ad hoc reception cover, dealing with all enquiries and visitors to the centre where possible.
- Assist with day to day running of the office and be responsible for locking the Sight Centre on a regular basis.
- Undertake relevant training to ensure continued personal development relevant to the area of work.
- Perform other duties that the CEO of KAB or their authorised deputy may consider appropriate.

This job description is not exhaustive, but is provided to assist the post holder to know what the main duties are. It may be amended from time to time without change to the levels of responsibility appropriate to the grade of the post and in discussion with the post holder.

Person Specification

Essential Criteria

To be able to demonstrate:

- Experience in providing administrative support in a dynamic and demanding environment, including developing office systems.
- Excellent IT skills in a range of software including MS Outlook, Excel, Word, Explorer, PowerPoint and the willingness to train in additional IT skills as and when required, particularly in-house systems.
- Experience of using a variety of databases and knowledge of effectively manipulating and interrogating the data produced.
- Excellent verbal and written communication skills, including good telephone and listening skills.
- Effective minute taking skills.
- Ability to use initiative and make effective decisions, within limits of responsibility.
- A commitment to using technology to bring about process and systems improvements.
- Accurate copy and report typing skills (typing speed minimum 50 words per minute).
- Accuracy and attention to detail, the ability to manage a heavy and diverse workload, prioritise effectively and meet deadlines.
- Experience of dealing effectively with members of the public in person, signposting or advice/support giving role.
- A good pass at O Level/GCSE Mathematics and English Language or equivalent.
- Tact, patience and diplomacy. The ability to maintain a sensitive and professional approach towards colleagues and service users, mindful of confidentiality and anti-discriminatory practices.
- Empathy with KAB’s aims, values and objectives.

Desirable Criteria

- An understanding of the issues relating to sight impairment.
- An understanding of Health and Social Care.
- An administrative or secretarial qualification.
- Stock control skills.

KAB is an equal opportunities employer.

For more information and to apply, please download an application pack from our website at http://www.kab.org.uk/working-with-us/current-vacancies.html or call 01622 691357 for a postal pack. We will not accept CVs in application for this post without a completed application pack.