Administrator – Community Services

4 July 2024
3 min read.

Job Title:      Administrator

Service:         Community Services

Reports to:   Operations Manager

Location:      Head Office, Woodgate Business Park, B32 3BZ

Salary:           £12 per hour

Hours:           30 hours per week

lose-up of a wireless headset on a laptop keyboard, with a pink-tinted background suggesting a call center or customer service environment.

Job Purpose:

To provide effective administrative support to the Operations Manager for Community Services, with a particular focus on the Short Break Brokerage Service.  Helping to ensure all network partners are fully contract compliant. The Administrator will support the Operations Manager in maintaining strong internal and external relationships, ensuring adherence to regulatory & quality standards are being met, always.  The Administrator will ensure all monitoring of data is appropriately captured, verified, and reported in agreed timescales and formats.  The administrator will play a key role in the creation and maintenance of staff and citizen database records, including supporting the administration aspect of recruitment and onboarding processes.

Duties and Responsibilities

Project management

• Supporting a reporting to the Operations Manager, to ensure commissioned partners meet their agreed targets, in the correct reporting formats and to schedule. Ensure full compliance with the organisations data protection policy.

• Support the Operation Manager with the commissioning and contract management of partners, who are delivering community short breaks for the target client group.

• Ensure parent-carers are listened to and respond to in a sensitive way, by working closely with the Midland Mencap Family Wellbeing Team, using a person-centered approach to ensuring brokerage to appropriate short break provision and signposting to other Birmingham Carers Hub support services as required.

• Liaise with partner organisation leads, or designated staff and develop good relationships with them.

• Develop, implement & maintain effective relationships that facilitate the outcomes, monitoring and evaluation processes.  To identify circumstances that impact on the effective delivery of commissioned services.

• Maintain Midland Mencap’s quality standards and guidelines for work with all partners and customers.

• Organise and facilitate networking events and training workshops using a variety of methods. e.g., Eventbrite.

• Identify potential new entrants to the market and undertake initial skills and capability audits.

• Establish effective working relationship with all Short Break & Birmingham Carers Hub Partners.

• As part of an agreed promotion and marketing strategy, attend external events at the direction of the Operations Manager.

• To be proactive in the safeguarding of all Children and working to the policies and principles of the Birmingham’s Safeguarding Children’s Partnership

Monitoring and evaluation

• Maintain accurate records on all aspects of the Short Break Brokerage Service & general Community Services’ records, including submitting data onto secure web sites and databases.

• Prepare regular updates, including financial analysis and qualitative reports for the Operations Manager.

• Provide information as required to feed into reviews and evaluations of the wider delivery of the Short Breaks Network.

• Develop and maintain a basic understanding of partner organisations’ policies and procedures, as relevant to effective delivery of contracted services.

• Develop effective internal working relationships that facilitate the management and operational delivery of Short-Breaks for children with additional needs.

• Ensure that all responsibilities are carried out in accordance with Midland Mencap’s established policies & procedures, staff handbook and sector codes of practice.

• To undertake additional duties, at the direction of the Operations Manager, in keeping with the post, or other organisational business needs.



• Applicants must be able to demonstrate:

• Strong interpersonal skills including an ability to develop personal relationships quickly, and to enthuse and convince others.

• Effective strong written and oral communication skills.

• Strong administration skills, including keyboard use and proficient use of Office 365, excel and publisher skills.

• Ability to use organisational Database Management Systems.

• Proven planning, time-management, and organisational skills.

• Evidence of meeting targets and goals to achieve high standards of work and successful outcomes.

• Proven experience of effective team working.

• A demonstrable commitment to high standards of customer care.

• An understanding of issues that can affect families – particularly those who face challenges/have parenting issues.

• A demonstrable commitment to volunteering and understanding of its potential as a force for change.

• The ability to self-direct work stream however to recognise the need to escalate issues within management structures.

• A willingness to work evenings and weekends and at times attend work at other bases in the West Midlands and visit partner sites across Birmingham.


• It will be desirable for applicants to demonstrate:

• Previous experience of project management.

• Direct experience of planning and delivering to outcomes.

• Understanding of relevant legislation & regulation.

• A full UK Driving License.

When Applying for this job role please complete the 2 forms below and attach them to your email when you apply:
Word Document Format:
Application Form Word
Equal Opportunities Monitoring Word

PDF Format:
Applications Form PDF
Equal Opportunities Monitoring PDF

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