Melanie Bailey Email & Phone Number

Home Based

Assist and support three Team Managers to ensure they managed their team effectively.Take responsibility, prioritise and be proactive in dealing with enquiries including managing telephone calls from clients and professionals whilst recording on the Hampshire database system.Prepare letters to clients and professionals.Pro-actively arrange meetings in the Team Manager’s diaries, booking rooms and co-ordinate paperwork in advance of the meeting. Schedule deadline reminders in diaries for Team Manager.Minute key meetings for Team Managers.Process invoices and timesheets for agency workers.Co-ordinate new starters by arranging IT access / facilities access and to assist the Team Manager with setting up the new starter within their structure.Send out daily Excel reports to the team to enable them to keep on top of their cases.Prepare information and update appropriate database records.

Assist and support four Social Workers with managing their caseloads to proactively help reduce their office-based admin time from 60% to 10%.Manage enquiries and telephone calls from clients and professionals and prepare letters when necessary.Proactively arrange meetings for the Social Workers. booking rooms, sending invites and arranging transport if necessary. Schedule in timely reminders in the team diaries for report and visit deadlines.Attend a variety of meetings, on a weekly basis, to take minutes and to track any direct tasks/actions for the Social Worker following the meetings.Process invoices and provisions including petty cash payments and foster carer payments.Updating all client records on the Hampshire database when necessary.Support the Social Workers to produce, proof-read and format court reports within timescales along with filing to Court and serving parties. Diarise all Court Order deadlines in calendars and ensure that all paperwork was completed within these timescales.

Responsible to the Service Manager for ensuring the efficient operation of the project by providing all necessary financial and administrative functions and support, together with a resource and advice service to staff, volunteers, and service users.Supervise two Administrative Assistants to ensure that their responsibilities were carried out in a timely manner and to undertake all their supervisions and appraisals.Manage the general office arrangements including the purchase or lease of office equipment and to run an efficient booking system for the use of meeting rooms.Monitor the agreed project budget, generating and analysing the monthly report of income and expenditure and to prepare information for quarterly budget reviews and meetings with relevant funders.Assist the Director in collating all the correct information for Ofsted visits and to ensure that all paperwork was correct.Assist in the monthly data, inputting on the Barnardo’s Client Management System of all the paperwork that was received from partners and to oversee and quality check that monthly data returns were sent without errors or validations.Produce Management Information Reports for the project.

Assist the Project Administrator in the provision of general administrative and secretarial duties, including general reception duties, typing of letters, production of forms and running of data reports.Input Individual Learner Records onto the Barnardo’s Management Information System and run reports as required.Set up files for all new learners, ensure they were kept up to date and to be responsible for the archiving of these files in line with the Barnardo’s Retention Policy.Access external databases to obtain information as required in relation to learner records.Arrange monthly meetings and take the minutes.Operate the finance systems to calculate and make payments via BACS or the petty cash system and to process invoices for authorisation and payment.Undertake all the Health & Safety in the office relating to the building, the safety of staff, service users and visitors and write/update all risk assessments when necessary.

Manage the offer process for new employees from start to end.Prepare contract changes working in line with the Council’s policies and procedures. Main point of contact for all contract, holiday, sickness or general HR based queries, advising Heads of Service, Managers, Staff and all other internal and external customers, travelling to different sites as required. Co-ordinate training for existing employees and new starters, organising inductions and conducting initial HR starter meetings. Setting up the training/long service award ceremony on a yearly basis.Administer the Leavers process, issuing exit questionnaires and liaising with payroll to arrange payments/deductions in pay and pensions and ensuring that the HR System was updated.Run and create Reports on the HR System and provide information for KPI’s to the Chief Executives team.Produce annual absence and no sick reports and associated administration, including no sick letters for the Chief Executive.Process invoices and monitor the HR budget acting as the main point of contact for the service accountant, advising the Strategic HR Manager of expenditure on a regular basis.Arrange the Occupational Health diary and to collate all management referrals as well as co-ordinating Flu Jabs and Health Checks.Work in line with the Council policies and procedures assisting in updates including monitoring of the Council’s retention policy.

Education record

Education record