Corporate Services Coordinator

Company Description

At Aberdeen Cyrenians, we support people to make positive change. We have spent over 50 years providing a range of support and care services to vulnerable people and those in crisis.

Starting life as a soup kitchen organised by Aberdeen University students, we have grown to support and assistance to rough sleepers, those needing to flee unsafe home environments, couch surfers with no permanent address, people who find it difficult to maintain their tenancy due to mental health or addiction issues, ex-prisoners with nowhere to go, those in a time of crisis that find themselves vulnerable and at risk of losing their home and those that want to remain independent and need support to stay within their home.

Now in 2021, the organisation is known as a pioneer in homelessness, complex care and support needs services and mental health support. From opening the first ‘wet’ hostel, allowing residents to drink safely while engaging with services to tackle underlying need, a model now used globally, and opening the first women’s hostel in Aberdeen; to leading on the new pathfinder project, implementing the Scottish Government’s Housing First policy recognising that to assist those with multiple and complex needs, the first step is a secure and ongoing tenancy that can be retained, whilst also providing wrap around support. Organisational growth and innovation continues, this year winning commissioned services as a key partner of an innovative third sector led consortium for Care at Home.

Our philosophy is built on the Cyrenian Movement; organisations that reach out a helping hand to those that stumble in life, helping them to get back on their feet. While we are a secular organisation, we are named after Simon of Cyrene famed for helping Jesus as he stumbled carrying his cross. We support people of all faiths, and those of none.

As a local independent charity, we work in partnership with a wide range of local organisations and collaborate with other similar organisations in a national forum.

Our Ethos

• Our services are person-centred, flexible, inclusive, compassionate and friendly
• We help people live fulfilling lives working towards goals that matter to them
• We work alongside people to reduce and overcome barriers that they face·
• We empower people by building skills and resilience
• We know life is complicated and offer support that encompasses multiple needs·
• We are specialists in providing care and support.

About Corporate Services

The Corporate Services Team provide the back office support that keeps Aberdeen Cyrenians running; we pay the bills, provide people and HR support, manage facilities, undertake maintenance, bid for and win new work, ensure we are legally compliant and raise the funds that keep the organisation running.

We are a mixed team of professionals with one thing in common – we believe in the work that Aberdeen Cyrenians does and that our efforts help to enable our front line teams to do what they do, supporting vulnerable people when they need it most.

Position

Position

Job Title: Corporate Services Coordinator

Responsible to: Support Services Lead

Salary: Scale 22-26 (£20,043.00 - £22,538.00)

Terms: Permanent & Fixed Term until 1st January 2022

Main Responsibilities

The Corporate Services Coordinator is responsible for providing a first-class administrative service to support the objectives and workload of the corporate services team.

Job Activities

• Provide HR admin support to the HR Advisor, including arranging interviews, generating offer of employment paperwork, supporting with new employee onboarding and supporting the absence management, performance management and end of employment processes.
• Supporting the Corporate Services Team Leader with Supply Chain Management admin, including new supplier registration checks, annual supplier audit and procuring goods, services and quotes.
• Supporting the Corporate Services Team Leader with Health & Safety Administrative processes, including supporting the Health & Safety Committee with paperwork.
• Provide administrative support in relation to property and maintenance management.
• Providing ad hoc admin support to the Leadership Team and Management Team.
• Providing ICT support to the organisation using our online ticketing tool and acting as a member of the ICT helpdesk.
• Providing admin support on system audits.
• Providing support for payroll preparation.

FINANCE / BUDGET CONTROL

• Working within established budgets and adhering to financial authority levels.
• Preparing all supporting documents for new starts and leavers in relation to payroll, collating payroll instructions and inputting data into payroll software, responsible for maintaining the Payroll Inbox and answering any payroll queries, distributing P45’s and final payslips to leavers.

COMPLIANCE

• Contract Compliance – Ensuring all necessary paperwork is in place in accordance with policies and procedures and as instructed by the Corporate Services Team Leader.
• Building Maintenance, Health and Safety - attendance at H&S meetings & feedback to teams, reporting H&S issues to the Corporate Services Team Leader.
• Health and Safety – Supporting with the preparation of Risk Assessments in relation to working outreach. Training of staff in Risk Assessment and Documentation to ensure compliance.
• Quality Assurance – supporting the Corporate Services Team Leader with QA Audits which includes reviewing risk assessments, policies & procedures, use of IT equipment, organisational systems and processes
• General Document Control on Organisation Management System on SharePoint.

SERVICE DEVELOPMENT

• Working with the Corporate Services Team Leader and Head of Corporate and Business Services to process map all Admin, Finance and HR business processes, removing unnecessary steps or areas of duplication of effort.
• Populating the employee FAQ portal with answers to frequently asked questions.

HUMAN RESOURCES

• To provide training as required on admin policies/ procedures and IT systems to ensure all staff work to a professional standard, responsible for the upkeep of our Learning Management System.
• Responsible for ensuring effective administration of HR systems and processes.
• To ensure that the Employee Handbook and Management Guidelines are in place, implemented and regularly reviewed and updated.
• Responsible for recruitment, induction, training and ongoing support and supervision of all Administration staff.
• Responsible for all Right to Works Checks, PVG Checks, Driver Authorisation Forms etc.

ADDITIONAL

• Responsible for setting new starts up with all IT systems and Hardware.
• Taking shared responsibility of resolving helpdesk tickets raised by members of staff.

Requirements

Essential

• Proven track record in a similar role
• Candidates should be able to respect the aims and values of our work.

Desirable

• Admin Qualification (SVQ Level 2/3)
• Knowledge of working with HR Admin processes
• Knowledge of working with Finance admin processes
• Knowledge of working on an IT helpdesk

Key Capabilities

• Strong admin skills
• Self-starter/team player
• Highly organised
• Positive attitude
• Good communication skills - both oral and written

Other information

You can expect the following working for us:

• Comprehensive training through our online Learning Management System
• Opportunity to pursue on the job qualifications and career progression
• Online timesheets and expenses
• We are a Living Wage Foundation accredited employer - pay is reviewed annually each April
• Benefits including Bike to Work Scheme and an Employee Assistance programme
• A warm and friendly team environment where everyone is valued.
• Mileage paid at the national rate.

It's important to us that we recruit people who share our values and who want to make a difference. Our interview process is designed to get to know you better and to find out why you want to work for us. If you are nervous, please don't be - there are no right or wrong answers.

Because we work with vulnerable people, we have a responsibility to safeguard them. We undertake background and reference checks, and it is a term of employment with us that all employees register with the Protecting Vulnerable Groups ("PVG") scheme operated by Disclosure Scotland.

We guarantee an interview to candidates who have lived experience within the areas of society and the issues that we support and those who are care experienced, subject to meeting the minimum criteria for the role.

We're an equal opportunities employer and value diversity - exclusion has no place in our workplaces. If you need us to make reasonable adjustments to allow you to attend an interview with us, just let us know.

We regret that due to current Home Office rules, we are not able to sponsor applicants for this role, so you must be eligible to live and work in the UK without sponsorship.

The closing date for this position is 5pm on 24 September 2021.