Service Administrator

Job description

Job responsibilities

Hours: 22.5 hours per week

Salary: £23,463.00 per annum (pro rata)

Holidays: 25 days per year plus 8 public holidays (pro rata)

Period of Notice: 1 week during probation; 4 weeks thereafter

Probationary Period: 6 months

Based at: Powys Exact location to be agreed

Responsible to: Service Manager

Interview Date: 20th August 2024

Job Purpose:

To lead on administrative and database duties that support the Powys Positive Attachment service, supporting the service Manager and providing a first point of contact for the team.

Main Duties and Responsibilities:

Service User Work:

To be the main point of contact for service users in between their contact with the Powys Positive Attachment Service.

To communicate with service users re: appointments, cancellations, rearrangements etc.

To be part of a centralised telephone referral and appointments service for our therapeutic services.

To establish a good rapport over the phone, give a good positive first impression of the services and be empathic yet efficient in gathering information, and where appropriate signpost to other services either internally or externally and how to access them.

To take referrals from and in respect of service users.

Adhere to Adferiadss confidentiality policy.

Administration:

To liaise between therapeutic staff and service users to allow an efficient uptake of available appointments.

To liaise with and support any other agency who works in conjunction with Adferiad in ensuring that appropriate data and evidence is available to satisfy monitoring requirements.

To liaise with and support the Adferiad data Team in ensuring that appropriate data and evidence is available to satisfy monitoring requirements.

To ensure that all service users paperwork is collated, prepared, and given to the relevant workers prior to their clinics.

Ensuring that daily clinics are resulted and actioned for each of the staff and identifying new service users as and when directed, ensuring that staff have regular full clinics.

Support staff in coordinating group activities & training.

To be responsible for the collation, co-ordination, safe-keeping and archiving of individual service user records

To co-ordinate other records, proforma and information as directed by the Manager.

Input onto, amend and check Adferiad service user/project databases.

Input onto, amend, and check any other database as required.

Attend meetings, as directed by the Manager.

Support the Manager in the running of the building.

Co-ordinate and take room bookings for the building.

Contribute to client administrative services team functions as required.

Visitor monitoring, postages, and photocopying.

Professional:

To participate in the Adferiad continuous learning, development, and appraisal process.

To maintain professional accreditation as appropriate to role.

To attend training provided, organised, or arranged by Adferiad.

To operate within and observe Adferiad policies and procedures as amended and updated.

Participate in the development, evaluation, and amendment of the practice and protocols of Adferiad.

Person Specification

Knowledge

Essential

• Working knowledge and experience of Microsoft Packages particularly Word and Excel.
• Knowledge of administration, procedures, and accurate recording of information.

Experience

Essential

• Experience of working within a busy administrative and/or support team.
• Experience with carrying out a range of varied duties.

Desirable

• Experience of administration for a team of staff.

Skills

Essential

• Excellent written and oral communication skills including report writing.
• Organisational skills.

Desirable

• Welsh Language.

Qualifications

Essential

• GCSE level Maths and English (or equivalent).
• NVQ Level 2 in Business Administration and/or relevant professional.

Desirable

• Administration based qualifications, NVQ Level 3 or above, or similar.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Adferiad Recovery

Address

Unit 4

Old Town Hall, Temple Street

Llandrindod Wells

Powys

LD1 5DL

Employer's website

http://adferiad.org.uk/ (Opens in a new tab)