JOB DESCRIPTION
Job Title:Administrative Officer
Reports to:BridgendTreatment Services Team Leader
Responsible for:Providing administrative support for staff in the Bridgend agency
Grade/Salary:Sc. 18: £16,830 – Sc. 20: £18,097 pro rata
Underlying values associated with all posts within WCADA Limited:-
The role/duties of the post are outlined below.In undertaking this role, the employee will be expected to behave at all times in a way that is consistent with and actively supports WCADA Limited’s values and operating principles, which are:-
Our Values:
Integrity: We conduct ourselves with fairness, respect and honesty in all our affairs.
Accountability: We are accountable to service users, communities and commissioners and are transparent in all our activities.
Team Culture: We collaborate with and support each other to attain excellent individual and team performance through continuous professional development.
Creativity: We are open to new ideas and finding innovative solutions to the challenges that face our commissioners, our service users and ourselves.
Partnership: We work in partnership with our stakeholders, service users, other agencies and the community to achieve the best possible outcomes.
Best Practice: We deliver best practice quality services through our excellent staff that welcome constructive feedback and display a ‘can do’ attitude.
Diversity: We provide equality of access to all people in the communities we serve and we challenge discrimination in all its forms.
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Role Purpose: WCADA’s Bridgend agency at Celtic Court is a multi-agency base. There are staff and volunteers from WCADA, CDAT (Community Drug and Alcohol Team) and BIG (Bridgend Involvement Group) based within the building. The post holder will be responsible for providing administrative support for staff in the building, ensuring the effective management of administration tasks and contributing to the overall efficiency of service delivery.
Post Outline:
Undertake office reception duties, both in person and on the telephone, including taking messages for other staff, in a courteous and responsive manner.
Provide administrative support to all agencies working from WCADA premises as advised by the line manager.
Operate manual and computerised office systems, for example filing papers and maintaining databases.
Undertake general office duties, for example:
Deal with the post, faxes and e-mail, and draft and send standard letters.
Photocopyand collate papers and mailings, and arrange for documents to be printed.
Monitor stocks of basic items, for example stamps and stationery.
Order stationery, supplies and equipment as appropriate to the team’s need, gaining approval for expenditure in line with WCADA’s procedures.
Manage petty cash and raise purchase orders.
Archive documents in line with relevant procedures.
Carry out administrative tasks on the PARIS case-management system, which may include:
Monitor incoming referrals.
Following case allocation discussions with the Team Leader, allocate appropriate key workers to client records.
Input Initial Assessments including initial Risk Assessments if required.
Update appointment bookings including recording attendance or non-attendance if required.
Change/update the keyworker allocated on a client record as appropriate.
Transfer clients within teams on the system.
Create new referrals for transferring to the single assessment service in line with appropriate procedures.
Print monthly Client Reviews due and inform team members as appropriate.
Make, arrange and maintain an appointment diary.
Liaise with staff in other WCADA agencies and with external contacts.
Report and record any issues in relation to building maintenance and liaise with relevant contractors.
Arrange and attend team and other meetings as required, taking the team meeting minutes each week plus other meetings as requested.
Arrange travel and accommodation for WCADA staff, where appropriate.
Provide regular monitoring and measurement statistics as required, and contribute to reviewing procedures.
Receive and record bookings for the training room and group room and ensure the rooms aresuitably prepared foruse.
Provide support and supervise a person undertaking an administrative placement within WCADA.
Maintain confidentiality in accordance with WCADA Limited’s policy and procedure and with any statutory/contractual requirements.
Work in a non-judgmental, anti-discriminatory way at all times.
Participate in weekly team meetings, bi-monthly thematic meetings and regular supervision sessions.
Take responsibility for updating training needs and knowledge requirements when necessary.
Promote, monitor and maintain health, safety and security in the working environment.
Ensure that the reception area is tidy and presentable and that the office is open and closed in line with procedures at the start/end of each working day.
Comply with WCADA’s code of conduct, policies and procedures, and promote a positive profile of the agency.
Highlight andrefer any decisions required outside the scope of this profile to theBridgend Treatment Services Team Leader as appropriate.
Carry out any reasonable and lawful duties and responsibilities as required by the Management Team.
Role Profile:
COMPETENCE DESCRIPTION / National Occupational Standard Unit NumberSERVICE DELIVERY
Help individuals access substance misuse services
*Promote choice, wellbeing and the protection of all individuals / HSC 35
Support individuals to access and use services and facilities / HSC0330
Deal with customer requirements using a range of contact methods / SFJOD4
Support individuals in difficult situations
Contribute to the prevention and management of abusive and aggressive behaviour / DANAB3
Develop practice in the delivery of services
*Reflect on and develop your practice / HSC 33
MANAGEMENT OF SERVICES
Provide a healthy, safe, secure and suitable environment for the delivery of services
*Promote, monitor and maintain health, safety and security in the working environment / HSC 32
Contribute to the quality of team working / SFJ AC1
Manage information
Receive, analyse, process, use and store information / HSC3115
Manage relationships
*Promote effective communication for and about individuals / HSC 31
Manage the organisation’s financial resources
Issue floats and petty cash / CV18
*Mandatory competencies
Note: Post holders will be given an opportunity to select an additional two NOS units to reflect either specialism/area of interest.
Person Specification:
Qualifications and trainingDesirable / Essential
OCN/NVQ Level 3 or equivalent relevant to a role in Administration /
Knowledge
Knowledge of Word Processing and Microsoft Packages, Word, Excel, PowerPoint, Outlook etc. /
Knowledge of legislation pertinent to the role /
Skills
Ability to use Microsoft Office applications to an intermediate standard /
Ability to work as part of a team, demonstrating support to other team members and wider teams /
Ability to organise own time and work on own initiative /
Ability to work under pressure and meet deadlines /
Strong administrative and organisational skills /
Excellent communication and interpersonal skills /
Excellent report writing and note keeping skills including minute taking /
Customer focussed approach to both internal and external customers /
High level of motivation and enthusiasm /
Experience
Experience of working in an office environment /
Experience of working within an operational substance use service environment /
Additional requirements
Committed to promoting the Welsh Language /
Commitment to the principals of equal opportunities and client confidentiality /
Please note: Applicants who are in recovery must have been stable in their recovery for at least the past two years. We cannot accept applications from any individuals who are not stable in their recovery; this is to ensure their own wellbeing and the wellbeing of our service users.
This post is subject to enhanced Disclosure and Barring Service check including the Independent Safeguarding Authority Registration process as well as two favourable references.
Requirements:
It is essential that applicants hold an OCN/NVQ Level 3 or equivalent qualification relevant to a role in Administration. The successful applicant will be required to maintain a Continuing Professional Development Portfolio and attend training appropriate to the role.
Applicants must be willing to work in a service user focussed environment, demonstrating a willingness to understand the nature of substanceuse, its’ effects on individuals and significant others.
Hours of Working:37.5 hours per week (some flexible working may be necessary).
Salary Scale:Sc. 18: £16,830 – Sc. 20: £18,097 pro rata.
Location:Western Bay Area (Bridgend, Neath Port Talbot and Swansea).
The post holder will be based in Bridgend.
Further information and General Responsibilities:
Confidentiality: Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity.
Data Protection Act: To comply with the requirements of the Data Protection Act.
Conflict of Duties: All applicants to any post within W.C.A.D.A. Limited are required to declare any involvement either directly or indirectly with any firm, company or organisation that has a contract with W.C.A.D.A. Failure to do so may result in an application being rejected or dismissal after appointment.
Equal Opportunities and Diversity: To ensure that all service users, their partners, colleagues both in W.C.A.D.A. Limited and other partner organisations are treated as individuals.
Health and Safety: You are required to comply at all times with the requirements of the Health and Safety regulations and W.C.A.D.A. Limited’s Health and Safety Policy and Procedures. You are responsible for taking reasonable care with regard to yourself as well as any colleague, client or visitor who might be affected by an act or failure to act by yourself.
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