About Support When It Matters (SWIM)
SWIM is a London-based social enterprise delivering culturally competent programmes that support individuals facing multiple disadvantage, including mental health challenges, substance misuse, offending histories and housing instability.
SWIM provides housing navigation, tenancy sustainment and supported housing services across London, working with NHS trusts, local authorities and community mental health partnerships to support people whose housing needs are the primary barrier to recovery and stability.
Our work emerged from collective experiences as African, Caribbean, global majority and dual heritage people, creating pathways through systems that were not designed with us in mind. We are growing something deeply rooted in community wisdom and shared experience, a space where authentic relationships and cultural understanding guide everything we do.
Role overview
The Data Administration Officer supports service delivery through a range of administrative duties. These cover data administration, financial administration and support to the Senior Management Team.
The postholder collates data and inputs information into the case management system and the National Drug Treatment Monitoring System (NDTMS). The role also covers general office administration, including file management, purchasing, minute taking, diary management and event bookings.
Job title
Data Administration Officer
Hours of work
Full-time (37.5 hours per week). Part-time and job share arrangements considered.
Location
Office based in London (Hackney), with flexible working from other operational sites as agreed with the line manager.
Reports to
SWIM Head of Operations
Direct reports
Head of Operations
Salary
£25,000 per annum, full-time equivalent
DBS
Basic DBS check required
About the candidate
SWIM is looking for a highly organised Data Administration Officer who works accurately and calmly under pressure. The successful candidate will hold strong IT skills and be confident handling data, finance administration and office systems side by side.
The role suits someone who builds effective working relationships quickly and communicates clearly with colleagues, partners and visitors.
Essential requirements
Applications will be assessed against each of the following points at shortlisting.
· Well-developed organisational skills and the ability to prioritise.
· Experience of collating and collecting data for analysis.
· Ability to identify missing or inconsistent information and raise discrepancies with managers.
· Experience of working with finance and data administration systems, including petty cash and expenses.
· Strong IT skills and effective use of Microsoft Office.
· Confidence in taking minutes, supporting managers to gather data, and preparing information for reports.
· Experience of developing effective working relationships and building trust.
· Communication skills of a high standard, both written and oral.
· Resilience and the ability to remain calm under pressure.
· Willingness to work some evenings and weekends as required.
· Up to date knowledge of data protection and administrative best practice.
Desirable requirements
The following will strengthen an application but are not required at appointment.
· Experience of administration within the housing, health and social care sector.
· Knowledge of incident management, risk and governance, including audit and information governance.
Personal attributes
The role sits at the centre of the office and handles sensitive data. SWIM is looking for the following qualities.
· Operates with integrity and openness.
· Works within SWIM values and promotes the culture of the organisation.
· Self-motivated, with a strong sense of purpose and drive for achievement.
· Responds flexibly and quickly to change.
· Acts as an ambassador for SWIM in all internal and external contact.
· Actively develops self and others.
Key responsibilitiesGeneral office administration
SWIM’s Hackney office is the base for staff, partners and visitors. The postholder keeps it running and provides administrative support across the senior team.
· Meet and welcome visitors to SWIM.
· Handle incoming calls, emails and enquiries professionally, and direct them to the relevant team or staff member.
· Record messages taken by phone, email and in person, and pass them on promptly.
· Keep the office presentable and running efficiently.
· Log, store and protect all equipment through the asset register.
· Provide administrative support to senior managers and team leaders, including reports, documents, spreadsheets and minute taking.
· Support event management and internal communication.
· Arrange appointments and manage diaries.
· Maintain office supplies, including stock control, cleaning supplies, stationery, ID equipment, key fobs and mobile phones.
· Scan and log incoming post to the shared folder.
· Establish and maintain office filing systems.
Data administration and reporting
SWIM reports performance data to commissioners and to national monitoring systems. The postholder holds the accuracy of that data.
· Collate data and input information into the case management system and the National Drug Treatment Monitoring System (NDTMS).
· Supply statistical and other information required by SWIM and external partners accurately and to deadline, including service performance data and key performance indicators.
· Maintain record keeping systems and computerised management information systems, keeping them accurate and current.
· Produce statutory returns, data and reports, and run queries as required.
Information governance and safeguarding
The role handles personal and special category data and brings the postholder into contact with people using SWIM services. The postholder protects that information and acts on concerns.
· Handle personal data, including special category health data, in line with the UK GDPR and the Data Protection Act 2018.
· Store, share and dispose of records in line with SWIM’s retention schedule.
· Report data breaches and near misses promptly through SWIM’s procedure.
· Recognise safeguarding concerns for adults and children and report them through SWIM’s safeguarding procedure without delay.
· Complete mandatory safeguarding and information governance training and keep it current.
Financial administration
The role holds the administrative side of SWIM’s day to day finances. The postholder works alongside the finance team rather than holding financial control.
· Manage financial administrative systems, including petty cash, timesheets and expenses.
· Provide administrative support to the finance team in preparing and processing payroll.
· Support the finance team with invoicing and billing.
Why join SWIM
SWIM is a mission-driven organisation committed to improving the lives of individuals experiencing multiple disadvantage. Our work focuses on supporting people to rebuild stability through culturally competent services that address housing, wellbeing and social inclusion.
The Data Administration Officer holds the data and office systems that SWIM’s services depend on. Accurate reporting protects funding, evidences impact to commissioners and gives frontline colleagues the information they need. This is an opportunity to build administrative and data experience within a values-driven organisation that is committed to equity, recovery and empowerment.[MM1]
Responsibilities for All SWIM Staff
All staff are expected to:
· Uphold SWIM values and ways of working.
· Equality, Understanding, Inclusion, Compassion, Belonging, Respect
· Promote inclusive and anti-discriminatory practice aligned with SWIM policies & the Equality Act 2010.
· Comply with organisational policies and procedures, including the UK GDPR, the Data Protection Act 2018, and health and safety requirements.
· Participate in supervision, training, and learning forums, maintaining a commitment to continuous improvement.
· Work flexibly to enable effective service delivery, including across sites when required.
· Carry out other reasonable duties as required within the scope of the role.
Pay: £25,000.00 per year
Work Location: In person
