Job Description

Children & Young People's Service Administrator

Part-time:

(20 hours over 4 or 5 days)

Salary:

23, 000 Full Time Equivalent (FTE)

Sensory Services by Sight for Surrey has been established for over 100 years. We enable and empower people who are Deaf, hard of hearing, blind, partially sighted, and deafblind to overcome barriers and to be as independent as possible.

An exciting opportunity has arisen within our Children and Young People's Service. The team enables and empowers children, young people and families to thrive, by providing a variety of vibrant and impactful services, activities and events.

This role would suit someone who loves administration, has a highly organised approach, and is equally happy to work independently and as part of a team. The successful applicant will understand the importance of data protection and confidentiality and be an IT whizz including Microsoft 365 and various databases and other applications.

Key responsibilities

To work as part of the team to ensure administrative processes run efficiently and that processes such as referrals, reports, recording etc. are completed in a timely way meeting our key performance indicators in line with our various contracts.

Scan referrals, reports etc. on to the Database.

To assist CYPS team members with producing letters, reports, certificates and attaching reports to the database as necessary.

On receipt of a certificate of Visual Impairment from a Consultant Ophthalmologist to complete the Registration as Severely Sight Impaired/Blind or Sight Impaired/Partially Sighted. Scan the CVI on to the Database but keep the hard copy in the CVI file as this is a legal document.

To maintain accurate details on the Vision Impairment Register.

To update the Information Booklet and print off as needed.

To constantly monitor the admin email Inbox and act according to the content.

To communicate with families and Young People as appropriate following a referral or a request for information following policies and any direction given, seeking advice where this is needed.

To record all contacts and actions with families on the Database. Scan all letters, reports etc. relating to someone we support in their file on the Database.

To assist the organisation to keep an up to date contact list and Database information.

To create and adapt database forms as necessary

To organise mail shots and other information as necessary on behalf of the service.

To ensure that the information bank is up to date.

To ensure that the toy and book inventory is kept up to date.

To ensure all publications and information are up to date.

Assist the Team members by looking up information such as medical conditions and syndromes.

Book rooms and take notes at meetings.

To transfer information about services received onto each individual database record.

To work with Data Impact & Evaluation Officer to improve CYPS use of the SFS database.

Person Specification

Essential

Ability to work independently and as part of a team with experience of doing so.

Highly organised approach

Experience of working or volunteering in an administrative role

Excellent communication skills across a range of formats including answering email and telephone queries courteously and efficiently.

Ability to work within agreed procedures to achieve team and personal objectives.

To have effective time management and organisation skills.

To be valuing and supportive of others.

To have a can do, proactive attitude towards work.

To be competent and confident in using IT, including Microsoft 365, a range of databases and other applications.

Enhanced Disclosure and Barring Service disclosure (we will assist with this if you are not already registered with the automatic update service)

Desirable

To have experience of working with families of disabled children and young people

To have an administration qualification

We can offer you:

A generous annual leave allowance (full time annual leave entitlement is 28 days per annum, plus bank holidays)

Investment in your development

Access to an Employee Assistance Programme

Pension contributions 6% matched with the Pensions Trust

Annual flu vaccinations and an eye test every two years with a contribution towards work related glasses

Free parking

A vibrant and friendly team!

An Enhanced Disclosure and Barring Service will be required, which we can arrange.

Job Type: Part-time

Pay: 23,000.00 per year

Expected hours: 20 per week

Benefits:

Casual dress Free parking Health & wellbeing programme On-site parking Sick pay Store discount
Schedule:

Monday to Friday
Ability to commute/relocate:

Leatherhead KT22 9JX: reliably commute or plan to relocate before starting work (required)
Experience:

Administration: 2 years (required)
Work Location: In person

Application deadline: 07/07/2025
Reference ID: SE048