Date as postmark
Thank you for your recent interest regarding our current job vacancies at
Opportunity Housing Trust.
Please find enclosed an information pack containing the following:
Welcome to Opportunity Housing Trust
Job Description and person specification
When filling in the application form, please ensure that you explain how your
experience, which may have been gained by paid employment, voluntary work or
through your life experiences, relates to the person specification. Candidates will
only be invited for interview if they meet the criteria on the person specification.
We would be grateful if you could return your completed application form and any
other relevant information to the address below:
OPPORTUNITY HOUSING TRUST
GROUND FLOOR, LIBRARY COURT
CLOSING DATE FOR APPLICATIONS: 15 January 2010
Thank you for your interest in our organisation and I look forward to hearing from you
in the near future.
OPPORTUNITY HOUSING TRUST
“To empower and support people with a disability to enjoy a valued life in the
Opportunity Housing Trust (OHT) is a non-profit making organisation serving communities
across Wales. We provide support to children and adults of all ages all of whom have some
degree of learning disability and some have additional needs due to their age, behaviour and
physical problems. We also provide specialist support to people with Autistic spectrum
disorders and people requiring respite services.
We were established in 1985 and have grown over the years to the extent that we now employ
over 800 staff providing support to over 250 service users.
We provide support across 6 Local Authorities Cardiff, Bridgend, RCT, Caerphilly,
Pembrokeshire and Ceredigion.
Opportunity Housing Trust is one of the biggest providers of support to people with learning
disabilities in Wales and as an organisation our Corporate aims are to;
Make a difference in people’s lives, through a range of flexible and responsive care
and support services, utilising appropriate technologies and resources.
Continually improve our efficiency and effectiveness through innovation, quality
assurance, good communication and partnership working.
Develop a shared culture that defines what OHT is and what we stand for.
Promote person-centred approaches in all aspects of our work, from planning and
monitoring systems to HR, Finance and Admin processes, so that the people we
support are able to achieve positive outcomes relating to their daily independence,
inclusion and decision-making.
We strive to work to a set of key values which we believe underpin our ethos and culture:
People with learning difficulties have a right to normal patterns of life within the
People with learning difficulties should have the right to be treated as individuals.
People with a learning difficulty have the right to the additional support they need if
they are to develop to their maximum potential.
Support should be provided in a safe environment that preserves dignity.
We should encourage and support those who can do so to build their independence.
We should promote the continued development of a high quality workforce.
The recently advertised positions form part of our plans to compliment our existing senior
management team and to contribute to OHT’s ongoing success and growth.
OHT aims to be at the forefront of providing unique person centred support to people
with a broad range of learning disabilities
At a time when personalisation is high on the national agenda it is important for OHT to
streamline its operations and measure qualitatively and quantitatively the difference we make
to help people achieve their personal goals and aspirations.
Any one of the positions offers an excellent opportunity for you to demonstrate your passion
and commitment towards OHTs aims and values either working collectively within a team or
independently. We will offer comprehensive training for all new starters and continued support
from your colleagues and managers.
If you would like to find out more by visiting OHT or be directed to someone who can discuss
the opportunities in more detail telephone our HR Department on 029 20236216.
People we support play an important part in helping us make selection decisions.
All the information obtained during the selection procedure will be assessed and used in the
final decision making process.
References will normally be taken up for a candidate once an offer of employment has been
Both referees should be previous employers including your present or most recent employer.
Please note that all offers of employment are subject to references, appropriate checks, and
employment commencement dates will not be confirmed until all satisfactory checks are in
Salary and uplifts
The appointment will be made within the salary range advertised. Increments will be awarded
to employees who meet performance standards every April until the top of the scale is
A recognition agreement exists between Unison and Opportunity Housing Trust and annual
salary reviews are negotiated as part of this arrangement.
Salary is paid, on the 20th of each month (20 days in arrears the remaining days in advance).
Hours of work/Flexible working
Hours of work are 37.5 per week.
A new entrant to Opportunity Housing Trust is subject to an eight month probationary period.
Please note that all offers of employment are subject to satisfactory health clearance.
You will be required to complete and return a health questionnaire to our Occupational Health
Proof of Qualifications
You will be required to provide documentary proof of examination success once appointed.
Proof of Eligibility to Work for Opportunity Housing Trust
All candidates are asked to provide documentary proof of their eligibility to work in accordance
with Immigration (Restrictions on Employment) Order 1996.
Acceptable documents include:
A passport showing that you are a British Citizen, or have the right to live in the United
A document showing that you are a national from a European Economic Area (EEA)
country or Switzerland. This must be a national passport or national identity card.
A residence permit issued to you by the Home Office if you are from a EEA country or
A passport or other document issued by the Home Office which has an endorsement
stating that you have a current right of residence in the United Kingdom as the family
member of a national from a EEA country or Switzerland who is resident in the UK.
A passport or other travel document endorsed to show that you can stay indefinitely in
the UK or have no time limit on your stay.
A passport or other travel document endorsed to show that you can stay in the UK; and
that this endorsement allows you to do the type of work you are being offered if you do
not have a work permit.
An application Registration Card issued by the Home Office if you are an
asylum seeker stating that you are permitted to take employment.
If you are unable to provide any of the above, please contact the Human Resources
department for advice.
There is a degree of flexibility in carrying out the duties of the position(s) this allows you to
balance your home and work life commitments (eg) agreed arrangements for working from
In addition job share requests are considered and accommodated where possible
OHT are currently looking at introducing a Child Care Voucher Scheme
Car Allowance Packages
PA/Administrator positions attract a monthly car allowance of £104.
All allowances are pro rata and attract a mileage rate in line with Inland Revenue rates.
Opportunity Housing Trust holiday entitlement starts at 20 days (pro rata for part-time and
contract staff) and following five years service an additional 5 days are awarded.
In addition to the holiday entitlement there are 12 paid bank holidays.
The leave year starts on 1 April and ends on 31 March.
A valuable benefit available to all staff is the option of joining a group pension scheme.
Opportunity Housing Trust makes a 6% contribution to the Scheme in addition to an
employee’s personal contribution. Consideration will also be given to a successful candidate
continuing with a pension provision currently held with a local authority.
Training and Career Development
By investing in the training of its staff, Opportunity Housing Trust aims to
provide a skilled and knowledgeable workforce which is able to achieve its objectives
provide high quality services to service users.
maintain and improve staff motivation and to foster employee job satisfaction.
achieve a flexible, adaptable and multi-skilled workforce as a source for future recruitment
ensure that its Equal Opportunities policy is applied to all staff training activities.
be an 'Investor in People' employer
Opportunity Housing Trust encourages all its employees to take advantage of training
opportunities for their development at work. Study support is available for employees seeking
to obtain relevant qualifications.
Where professional qualifications are a job requirement for a particular post or the qualification
is directly relevant to the post we will reimburse the relevant professional membership fee.
This benefit is subject to a cap and subject to approval.
Staff Development also provides opportunities for course sponsorship, work shadowing,
secondments and work experience placements.
Company Sick Pay
We recognise that it is important for our employees to be reassured in times of illness and
therefore offer a package that exceeds the statutory minimum.
There are times when employees may seek some personal advice and support. OHT offers
access to an independent counselling service for such times.
Employees who are regarded as a regular VDU computer user have the benefit of receiving a
free eye test and a contribution towards their purchase of glasses/lenses.
Refer a Friend to OHT
We encourage employees to recommend people who they know to join us and enjoy a
rewarding career. A payment of £100 will be made to you if you recommend someone to us
and they successful complete their probationary period.
H R Director Finance
H R Manager NVQ team x 2 Quality & I T Manager Finance Team x Payroll Team x Personal Assistant
Performance 2.8 2.7
H R co-ordinators Participation I T Technician
Cardiff x 2 Officer
Central Advisor x Health & Safety
Admin x 2 Cardiff
H R advisor
Head of Reg Manager Reg Manager Reg Manager
Autism Bridgend RCT x 2 Cardiff Ceredigion &
Caer Respite pembs
Service Manager x Service Managers Service Manager
2 x5 Pembs
STMs & support STMs & support STMs & support
teams teams teams
Locality co - Respite Service Service Managers
Admin support x
STMs & Support
ordinator x 2
OPPORTUNITY HOUSING TRUST (OHT)
JOB TITLE : Central Services Administrator
GRADE : £19, 349 to £ 24, 941
RESPONSIBLE TO : Finance and IT Director
HOURS : 37.5 hours per week
BASE : Llanishen Office (car user essential)
To assist OHT to achieve organisational objectives and make the best use of its administration
resources by negotiating, developing and maintaining innovative, effective and forward -
looking administrative systems, policies, procedures and practices
MAIN DUTIES / ACCOUNTABILITIES
1 Strategic Management Contribution
2 Central Management Responsibilities
3 Policy Development, Monitoring and Review
4 Staff Effectiveness
5 Personal Effectiveness
1.0 STRATEGIC MANAGEMENT CONTRIBUTION
1.1 To develop appropriate administrative policies and practices that reflects the needs of
1.2 To participate and contribute and co-ordinate organisational working groups in relation
to management information systems
1.3 To identify new ways of working including the maximisation of IT to improve the
services provided by the organisation’s administration function
1.4 Maintain Directors calendars, scheduling meetings, conference calls and appointments
1.5 Prepare for meetings, compose agendas and meeting minutes
1.6 Coordinate travel, accommodation, transportation and logistics for those staff working
away from their normal place of work
1.7 Assist in the production of presentations, documents and other correspondence
2.0 CENTRAL MANAGEMENT RESPONSIBILITIES
2.1 To advise on the input of data onto information systems and ensure that admin staff
are aware and maintain the required standard, in consultation with IT technicians
2.2 To develop and monitor the Admin Service and related standards of service delivery
through involvement and consultation with admin staff, internal customers and service
2.3 To train and develop Office Co-ordinators in relation to their administrative and
management information systems responsibilities
2.4 To coordinate (at Llanishen) and monitor relevant Health and Safety checks for all
offices where required such as fire drills etc.
2.5 To co-ordinate (at Llanishen) and monitor workplace workstation assessments in all
offices where required
2.6 To carry out necessary lone working assessments for office staff where required and
2.7 To oversee OHT’s central distribution, filing and archiving system requirements which
include centrally managed documentation in relation to CSSIW, Housing Management
and Corporate Appointee correspondence
2.8 To co-ordinate and monitor incoming and outgoing post rotas for the Llanishen office
and advise all offices on best practice on distribution of correspondence
2.9 To develop OHT’s library service (training resources, books, reference and research
materials) and provide online information regarding these resources organisationally
via Intranet services as well as develop electronic booking systems to make best use
of resources e.g. meeting rooms
2.10 To assist the Finance Director to investigate, negotiate and maintain Office
Lease/Rental Contracts and research future office options (all offices)
2.11 To maintain a planned maintenance and decoration programme for all offices
2.12 To negotiate with relevant contractors for all offices regarding :
Heating and Lighting
Fire and Security equipment
Decoration and office cleaning.
2.13 To negotiate and set up relevant contracts for all offices regarding:
Office equipment and furniture
2.14 To provide administrative support for the effective servicing of Board of Trustees
Meetings. This will involve flexible hours of working on occasions
2.15 Provide administrative support, including reception duties, to the Chief Executive,
Directors and central positions
2.16 To assist the Company Secretary to ensure all relevant communication with
Companies House and the Charities Commission is undertaken
2.17 To maintain a register of trustees ensuring a cycle of reviews of and re-election is
2.18 To supervise and co-ordinate a regular flow of planned communications such as
newsletters, surveys etc.
2.19 To co-ordinate corporate functions such as conferences and staff events
2.20 To host the Llanishen meeting room, confirming bookings, refreshments and facilities
3.0 POLICY DEVELOPMENT, MONITORING AND REVIEW
3.1 To co-ordinate OHT’s Policy distribution system which includes policy access via
3.2 To develop effective Admin related policies and procedures in line with best
practice and legislative requirements
3.3 To create clear management briefing/information systems to ensure the
communication and implementation of new and existing Admin policies and
3.4 To monitor the effectiveness of existing admin policies, systems and procedures
4.0 STAFF EFFECTIVENESS/LINE MANAGEMENT
4.1 To advise all staff on best practice, policies and procedures relating to Administration
4.2 To contribute to the maintenance and development of constructive working
relationships, internally and externally, promoting effective communications at all levels
4.3 To be responsible for ensuring standards of customer service and work outputs of the
Administrative function are met at all times
4.4 To offer support, guidance and clarification to the admin team on a daily basis
encouraging their sustained performance and continued development in their roles
4.5 To assist in the recruitment and induction of all administrative staff
5.0 PERSONAL EFFECTIVENESS
5.1 To maintain an up to date knowledge of all relevant business pressures, identifying
how they may impact on the administrative function
5.2 To ensure the development and progression of equality within the sphere of
responsibility of this job role and the fair and equal treatment of all employees, service
users and external agencies
5.3 To understand and observe that all admin and PA duties relating to the organisation
and service users are kept strictly confidential
5.4 To be flexible and be prepared to accept other duties and responsibilities
commensurate with the post in the light of changing circumstances
Central Services Administrator
£19,349 - £24,941
Opportunity Housing Trust (OHT) is a non-profit making organisation, which aims to
empower people with learning disabilities to lead valued lives as participating
members of the local community.
We are looking for an experienced and professional person to assist the Directors
Management Team (DMT) to achieve organisational objectives and make the best use
of its administration resources by developing and maintaining innovative, effective and
forward - looking administrative systems, policies, procedures and practices.
In this multi-faceted role you will contribute to Strategic Management, Central
Management, Policy Development, Monitoring and Review, and staff Effectiveness,
which means that you will need excellent organisational and time management skills.
Along with the administrative tasks that you would expect to undertake in the role,
other key responsibilities include:
- developing administrative policies and practices that reflect the needs of the
- co-ordinating and participating in working groups in relation to management
- recruitment, training and development of Co-ordinators in relation to their
administrative and management information systems responsibilities to ensure
standards of customer service and work outputs of the Administrative function
are met at all times
- development of a library service (training resources, books, reference and
research materials), provide online information regarding these resources via
Intranet and develop electronic booking systems to make best use of resources
- assisting the Finance Director to investigate, negotiate and maintain office
- administrative support for the effective servicing of Board of Trustees Meetings,
which will involve flexible hours of working on occasions
- Co-ordinate corporate functions such as conferences and staff events
As you can see, this is a demanding role, and you will be expected to keep yourself up
to date with relevant business pressures and how they may impact on the
administrative function. With previous experience in a high profile administrative role,
you will be aware the need for a calm and flexible approach at all times, and
confidentiality in dealing with sensitive matters. You will also understand the need for
fair and equal treatment of all employees, service users and external agencies.
To enjoy this rewarding career with a difference then call us on 029 20 821197 or
You will also find information on our website at: www.oht.org.uk
EVIDENCE Measured by Essential
Attained a good standard of education,
NVQ level 3 or equivalent AF
Demonstrate administration experience or 4 *
years administration experience AF
Experience of developing and implementing I
working practice and systems
Experience of minute taking along with
experience of audio typing.
Experience of handling sensitive
information and maintaining confidentiality
SKILLS & ATTRIBUTES
Must have the interpersonal skills to gain AF/I
credibility amongst all stakeholders,
managers, colleagues, and other
Ability to prepare and present information AF/I *
and reports to various audiences in a clear
and concise manner.
Comfortable, working with and contributing AF/I
within a team environment.
Flexible, proactive and able to work under I
Excellent written and oral communication I
Ability to prioritise work and adhere to I
Ability to use initiative whilst working alone I
Good IT skills, using Microsoft Office AF/I
Knowledge and experience of working in a AF/I
Some understanding/awareness of the I
everyday difficulties faced by people with
Able to work flexibly across all areas of the I
organisation (currently working in 6 local
authority regions, from west Wales to South