Job Description

Job summary

Are you someone who loves organising and enabling others, introducing and implementing new client / patient record systems and better ways of working and who thrives on helping and supporting your co-workers? If so, we have the job for you! An exciting job opportunity has arisen in our new specialist brain injury charity in Cambridgeshire. The Operational & Administrative Support Officer will work alongside the Senior Management Team at Headway Cambridge & Peterborough supporting the charity with all it's operational and administration needs, freeing up the time of the Senior Managers and Service Delivery staff team to do what they do best - helping more people with a brain injury throughout Cambridgeshire as well as their families and carers.

We are searching for someone who shares our values of empowerment, inclusivity and kindness. Providing excellent Operational and Administration support to our Service Managers. This is a vital operational support role to the Service management team and includes, dealing with incoming enquiries and referrals (email and telephone) and signposting to the relevant member of staff, maintenance of client and HR records, data inputting and management of our CRM to keep our records up to date, compliance and adherence to all HR / Finance and Data policies and procedures.

You will be the operational and administrative lynch pin to the Service Delivery team and will be using your excellent, project management, new systems development, IT, organisational and administrative skills to communicate and implement new ideas and better ways of doing things to reduce inefficiencies and ensure the smooth day to day operational functions of our specialist brain injury support services.

Main duties of the job

Record Management (CRM)

The primary role of the Operational & Administrative Support Officer will be to provide operational and administrative support to the Senior Management Team (Hospital Services Development Manager, Community and Day Services Development Manager as well as the Finance and Payroll Manager).

You will be the CRM and client records manager for the charity, ensuring all client, contacts and staff records, care and support plans, HR and invoicing data and

policies and procedures are maintained, kept up to date and reviewed as appropriate to ensure we operate within our Quality Standards Framework.

Operations

In addition to client record management, you will support the Senior Management Team with the day to day operational functions of the charity to help it run smoothly which may include, dealing with enquiries / incoming referrals, data inputting, producing reports, organising staff rotas, maintaining staff training records, invoicing, ordering and stock management.

Communications

You will also be helping with the production of our quarterly newsletter and weekly social media, helping us build a portfolio of client stories, case studies and photographs and helping us share these with our network of supporters.

The post holder will need excellent IT, administrative and organisational skills and extensive experience of using and operating within social media sites, Microsoft and Canva as well as CRM systems (OneTouch and/or Nourish preferred) ideally in a care or health based setting. You must be comfortable with managing competing priorities, ensuring that both urgent and important tasks are progressed appropriately.

As we are a small charity, you need to be flexible and willing to help and enable others. The role is varied. One day you could be assisting the Senior Management Team with inputting and reviewing client records and data on our CRM, the next day you could be supporting new starters, volunteers and student visitors, organising inductions, start dates, requesting ID badges, DBS checks or delivering CRM and induction training. Another day you could be working with our Finance and Payroll Manager to support with reviewing attendance records, client invoicing or payroll.

About us

We are a small local charity that provides specialist support to adults with an acquired brain injury throughout Cambridgeshire. We have ambitious growth plans over the next 3 years. As we grow and support more clients and their families it is essential that our office support systems and operations run smoothly and efficiently which is where you come in! We pride ourselves on being a warm and professional staff team with empowerment, inclusivity and kindness at our core.

Job description

Ensure all client, HR and service delivery records are up to date on CRM

Management of diaries and setting reminders for client assessments and reviews, staff training and development, attendance and absence records

Responding to any external enquiries in a professional and timely manner

Management of general emails (e.g Contacts, referrals, fundraising, finance) and forwarding / actioning as appropriate

External communications (telephone / email) with referrers, clients, families, general public as well as social media and newsletter management

Data and information inputting and analysis and report production

Staff and volunteer induction (HR / IT policies and procedures)

Supporting the Finance Manager with Client invoicing, payroll and credit control queries

Supporting the SMT with Operational Policy standards reviews and processes

Person Specification

Experience and Qualifications

Essential

Shares our core values of empowerment, inclusivity and kindness

Computer literate, good working knowledge of CRM and data management systems functionality as well as standard MS Office packages including Word, Outlook

Educated to GCSE level including Maths and English

Previous experience working with Medical / patient record systems

Previous experience of supporting Health or Care Service Managers / Services / Settings operating within a Quality standards framework (preferred)

Evidence of continuous professional development particularly organisational systems, business administration

Evidence of in-depth experience in an administrative / operational support role

Evidence of using social media, and other materials and communications to raise organisational profil

Job Type: Part-time

Pay: 22,000.00-24,000.00 per year

Expected hours: 22.5 - 30 per week

Benefits:

Company pension Free parking On-site parking Sick pay Work from home
Schedule:

Monday to Friday
Language:

English (preferred)
Work Location: Hybrid remote in Cambs CB4 1RW

Application deadline: 01/08/2025
Expected start date: 10/08/2025