TOUCHSTONE
JOB DESCRIPTION
BETTER IN KIRKLEES ADMINSTRATOR
Grade:NJC scale 4 £17, 714 - £19,742 pa. pro rata
Hours:23 hours per week
Holidays:28 days per annum rising to 31 after 2 years service plus (8) statutory holidays (pro-rata)
Responsible to:Better in Kirklees Team Manager
Employing body:Board of Touchstone
Location: Dewsbury Business Centre, Dewsbury. WF13 1HF
This post is funded for 2 years, with the potential to be funded for a further 2 years.
BACKGROUND
Touchstone has recently been awarded the contract to develop and deliver Better In Kirklees (BiK) – Kirklees’ social prescribing service. We are recruiting a team of talented self-starters who develop, promote and deliver an ambitious and outcomes-focused BIK.
Better in Kirklees (BiK) supports Kirklees’ residents with health and social care needs to be active and involved in the community. It does this by linking service users to a growing network of groups and activities. BiK gives information, support and encouragement. The result is that people have improved health and wellbeing, crises are prevented and independence is promoted.
PURPOSE OF THE JOB
To undertake reception duties and general administration duties as part of the Better In Kirklees Team. To administer service user referrals and undertake recruitment administration. To work with other Administrators and Managers to ensure the maintenance of offices, stationery and equipment meets the needs of the Service.
The post holder will be based at Dewsbury Business Centre but will be required to liaise closely with the staff at other Touchstone sites with the aim of developing good practice across all services and administration.
1 ADMINISTRATION
1.1 To administer the BiK service user referral process.
1.2 To support the distribution of information to service users and partners (e.g. satisfaction questionnaires, service updates and newsletters) and collate responses for use by the BiK team.
1.3 To provide administrative support to the BiK team for day-to-day BiK service delivery e.g. preparing correspondence, dealing with incoming and outgoing post, photocopying, and filing.
1.4 To liaise with referrers and self referrals as appropriate.
1.5 To collate, compile and present monitoring information about the service, including service user outcomes.
1.6 To word-process reports, minutes and correspondence, and to maintain quality control of typed material sent to external agencies.
1.7 To set up and maintain effective office systems.
1.8 To support meetings and events on and off site including, booking rooms, providing refreshments, meet and greeting people.
1.9 To administrate the staff recruitment process.
1.10To organise and maintain resources, e.g. the display and storage of information about services for the staff and service users to access, putting promotional information packs together.
1.11 To support the maintenance of the computer and office equipment, e.g. to log IT faults, order consumables, arrange engineer callouts.
1.12 To collate and place orders for supplies of stationery, when required, ensuring getting the best value for money from the supplier. To monitor stock levels of stationery and to control the issue of stationery resources.
1.13 To facilitate communication and the flow of information within the BiK Team, and between the BiK Team and the rest of Touchstone.
1.14 To operate the impress petty cash system, activity float system and other financial systems, in accordance with Touchstone’s financial procedures.
1.15 To maintain records and monitoring systems for reporting, monitoring and operational purposes, including service user databases.
1.16 To support staff and volunteers with development of admin and ICT skills.
1.17 To attend and minute BiK Team meetings as required and carry out any action points arising from the meetings.
2 HEALTH AND SAFETY
2.1 To be aware of and employ the general practices of Touchstone’s Health and Safety policy and to adhere to it at all times.
2.2 To action and oversee the completion of building and IT repairs, in liaison with the Manager.
2.3 To assist the Manager in maintaining health and safety procedures, e.g. ensuring fire drills are carried out and records, such as building and risk assessment records are maintained.
2.4 To support services with the operation of the Lone Working Procedure.
2.5 To support Managers with operating the Manager on Call system.
3 GENERAL
3.1 To assist Managers in the development of policies and procedures.
3.2To provide information about Touchstone’s services to other people/agencies with an interest in the organisation's work.
3.3 To undertake out of hours work as required by the service.
3.4To be inducted, supervised, performance monitored and appraised in line with the organisation’s performance management policies and procedures.
3.5To be responsible for personal learning and development where appropriate and undertake training, both mandatory and optional, to increase knowledge, skills and awareness.
3.6 To keep the BiK Manager informed about any serious and untoward incidents, safeguarding issues, health & safety concerns, financial issues, staff welfare.
3.7To operate within the aims, policies and practices of Touchstone at all times and to be committed to and promote the organisation’s equal opportunities and anti-discriminatory policies.
3.8To ensure information is dealt with in accordance with Touchstone’s policies around Confidentiality, Communications, Internet, Email and Telecommunications and steps are taken to ensure that confidential information is secure e.g. service user data.
3.9The post holder will be part of the Better In Kirklees service, but may be required to carry out similar duties in other parts of Touchstone to contribute to the effective operation of Touchstone.
3.10 To undertake any other duties as directed by the Manager, in line with the responsibilities of this post.
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