Job Description

Administration Support Officer - Forever Active

Responsible to:

Health Development Manager and Senior project officer (operational task lead)

Salary:

12.60 per hour

Terms:

10-12 hours per week. Hours worked across a range of days to be agreed. Fixed term until 30th June 2026, with a view to extending

Location: St Ives

. Hybrid working

Interviews will take place on a rolling basis

Forever Active is a community led programme that has a primary mission to increase the number of over 50s participating in safe and effective exercise and activity sessions.

As a service, it provides a range of session types and levels, dependant on the needs of the individual. Forever Active works with its instructors to provide the best possible standards of support for achieving its mission with special emphasis on working with an aging population as well as providing training for any additional specialist skills should they be needed.

The role will require the post holder to communicate with instructors, participants and community venues regularly to ensure of the efficient running of the service. You will be required to manage and prioritise tasks and duties during busy time periods, whilst maintaining a person-centred approach that is essential within the service.

The ability to be a self-starter who is happy to work independently as well as part of a team is also essential.

A good level of IT literacy is needed to maintain accurate records and databases. Knowledge and experience of the benefits of physical active for older aged people will be required to support participants is what is best suited for them.

As a high energy and ambitious team, we are looking for someone who will help us meet our aims, who live our values and culture. We believe in empowering our staff and work based on trust and respect in a supportive environment.

We offer hybrid working and a commitment to health and wellbeing for our team as well as positive culture.

We offer a comprehensive benefits package including hybrid working and a commitment to health and wellbeing for our team as well as positive culture. We offer:

Enrolment to the Healthshield Health Scheme including the Healthshield Reward Scheme which includes discounted gym membership.

Hybrid working

Cycle to work scheme

Access to a pension scheme

Annual leave (25 days (pro rata) plus an additional 3 days between Christmas and New Year)

Volunteer Day - an additional day of paid leave each year to volunteer in the local community

We are proud to be one of 41 Active Partnerships across the country funded by Sport England - join us on a positive journey to impact change in the communities we serve.

Living Sport is committed to providing equal opportunities for all and is committed to safeguarding children, young people and adults participating in sports and physical activity from harm. For further information please consult the Living Sport website

www.livingsport.co.uk

As part of our commitment to providing a safe environment for children, young people and adults at risk, applicants should be aware that this post is subject to an Enhanced Disclosure and Barring Service (DBS) Criminal Record Check.

Please submit a covering letter explaining why you are the best person for the role and an up to date and detailed CV that covers all work to date including any gaps in employment.

For an informal conversation about these roles please contact Hannah Black - Senior Project Officer - Forever Active:

hannah.black@livingsport.co.uk

Or Kev Elger - Health Development Manager:

kev.elger@livingsport.co.uk

Job purpose

As administration support officer, you will efficiently support with the administrational function and day-to-day operational responsibilities of the Forever Active service enabling older age adults to access local exercise classes. This will include supporting with future service development and efficiencies, and managing communication with participants, instructors and community venues.

Excellence - maintain current and enhance future methods and processes to ensure an efficient and effective running of the service, with specific focus on the participant satisfaction, providing the best service possible.

Passionate - have a desire to overcome barriers to create and provide opportunities for older adults to be physically active and improve their health and wellbeing.

Impactful - Be effective at engaging with participants through friendly and supportive phone calls and email communication to ensure participants feel well supported. Have a positive impact on both individuals and service wide results to drive the service forwards.

Collaborative - work collaboratively with colleagues and partners to achieve outcomes and provide a impact on the operational running of the service, to ensure Living Sport is true to its purpose.

Key responsibilities

PARTICIPANT ENGAGEMENT

Manage incoming phone calls and emails promptly and in line with service requirements - new participant enquiries about joining a class Supporting current participants with booking their classes and answering queries Supporting participants with the payment process.

INSTRUCTOR ADMINISTRATION

Prepare and maintain registers for instructors for each of the classes Manage waiting lists for classes - liaising with instructors about available spaces and contacting participants. Coordinating a response plan for when classes are cancelled or instructors are unwell, including contacting venues and participants.

SERVICE ASSISTANCE

Support with the process of setting up new classes that are developed and help with promotion. Attend classes as and when needed to provide support to the service; including providing equipment, capturing feedback, and advising and supporting participants of further opportunities Processing participation data, such as attendance records and health questionnaire data, for insight and to support contractual reporting

ORDERING AND FINANCIAL PROCESSING

Processing Invoices from Venues, Instructors and Equipment for payment

Order equipment for new classes

Liaising with the Living Sport Finance team to ensure effective and efficient management of processes

PERSON SPECIFICATION

Skills and attributes

Excellent communicator, capable of building rapport and having positive conversations with service participants from all backgrounds Well organised with a keen eye for record keeping Able to effectively prioritise tasks and manage own calendar of duties Competent on a range of IT software, including the Microsoft suite and experience of using Customer Relationship Management (CRM) systems. Hardworking and committed to doing everything possible to deliver positive and sustainable outcomes for individuals

Knowledge and experience

A knowledge of the benefits physical activity has on improving health and wellbeing Experience of managing a heavy workload and completing tasks on time, accurately and to a high standard A passion for enabling sustained behaviour change and providing the conditions for service participants to lead healthier lifestyles A person-centred approach, able to demonstrate a positive approach to support service participants

Education, qualifications, and training

Excellent standard of written and spoken English (Essential)
IT literate (Essential)
Confident in Maths (Essential)

Additional information

Living Sport operates a hybrid work location policy. There is access to an office every day of the week, or staff can choose to work from home. We also encourage co-location with partners, to build more effective working relationships. There is an expectation that staff travel to the St Ives office for team meetings, and for other meetings as required.

There will sometimes be a need for travel around the partnership area of Cambridgeshire and Peterborough and wider which will necessitate the postholder having access to suitable transport. If driving oneself, a current valid driving licence and access to a vehicle available for work purposes with business cover insurance is required.

This is only intended as a guide to the range of duties involved and the postholder will need to be flexible and adaptable to undertake other duties that may be required from time to time appropriate to the level of the post.

Values and Behaviours Framework

Our values and behaviours framework will guide the behaviours and culture that make Living Sport an outstanding organisation to be part of and presents us for what we are, a charity that drives positive change.

Our framework is essential to provide clarity on expectations and accountabilities for staff, for Living Sport to be and enjoyable and rewarding place to work, whilst collaborating effectively to achieve our strategic aims.

Our values are:

Trust - We will treat each other with respect, creating a family that supports and cares for each other.

Collaboration - We champion teamwork, with effective communication and accountability.

Passionate - We approach our work with positive energy and innovation, celebrating success as we move.

Inclusivity - We promote a culture of diversity and equality, striving towards access and opportunities for all.

Outcome Focussed - We have a local and targeted approach to support our communities to improve their health, happiness and wellbeing.

Safeguarding Children, Young People and Adults

Living Sport

is committed to providing equal opportunities for all and is committed to safeguarding children, young people and adults participating in sports and physical activity from harm. For further information please consult the Living Sport website www.livingsport.co.uk

As part of our commitment to providing a safe environment for children, young people and adults at risk, applicants should be aware that this post is subject to an Enhanced Disclosure and Barring Service (DBS) Criminal Record Check.

Job Types: Part-time, Fixed term contract

Pay: 12.60 per hour

Benefits:

Company pension Cycle to work scheme Free parking Health & wellbeing programme On-site parking
Work Location: Hybrid remote in Saint Ives PE27 4AA