JOB INFORMATION and APPLICATION PACK

July 2016

Dear Applicant

JOB INFORMATION and APPLICATION PACK

I am delighted to hear that you are considering making an application for employment with Turning Point Scotland. Turning Point Scotland’s workers make a significant and positive difference to the lives of the people we support and I hope that you will want to join us. Please do not hesitate to contact me should you have any queries regarding the post.

Please note an application form is attached to the bottom of this recruitment pack. You have 2 options, you can complete the application and email directly to the Service, or alternatively you may print off the application and complete by hand before returning to the service by post. The service contact details are provided below and are highlighted in purple.

I look forward to receiving your completed Application Form by no later than Friday 29th July 2016 at 5pm.

I thank you most sincerely for your interest in Turning Point Scotland.

Regards

Craig Winter

Director of Business Development

JOB DESCRIPTION
Business Development and Improvement Team
POST: Administration Coordinator
REPORTING TO: Corporate Services Manager
ACCOUNTABLE TO: Director of Business Development and Improvement
JOB PURPOSE: Management and provision of effective administration function required by Business Development and Improvement Team

MAIN DUTIES AND RESPONSIBILITIES:

SERVICE DELIVERY

Admin Support to Director of Business Development and Improvement

·  Draft, write and present reports & responses

·  Co-ordinate all relevant meetings, minute and action follow up

·  Co-ordinate department work plan

·  Diary management

·  Arrange supervisions and appraisals

·  General administration support and filing

Tenders & Business Development

·  Work with the Business Development Manager to co-ordinate every aspect of the tender process from management of notifications to submission of tender

·  Administration support for full tender process including keeping databases and information up to date, photocopying and co-ordinating meetings

·  Draft responses and variations to standard questions

·  Monitor portals for new opportunities; questions and clarification on current tenders

·  Ensure relevant IT & web based systems and processes are in place and updated accordingly to support the tender process including identify missing area alerts

·  Administration support for new business developments and organic growth opportunities

·  Project Planning

·  Develop and maintain business development schedule

Admin Support to Business Development and Improvement Team

·  Administration support for all BDI functions including: Business Development, Communications, Inclusion & Citizenship, Information & Outcomes, Quality and Policy.

·  Co-ordinate all relevant meetings/forums, minute and action follow up

·  Contribute to the organisation and management of events/conferences including support prior to, during and after the meeting/event.

·  Support with distribution of mailings, promotional materials and branding

·  Attend and participate at the Turning Point Scotland Admin Forum as BDI Team link

Admin Support to Head Office & Senior Management Team

·  Administration support for Head Office and the Senior Management Team as required

·  Assist with presentations and organisational reports/statistics including preparing, formatting and presenting as required

·  Cover Reception as required

·  Supervision and management of staff as required

RESOURCES MANAGEMENT

1.  To be familiar and comply with Turning Point Scotland’s policies and procedures.

2.  To share information gathered during the course of work appropriately and as directed with other professionals within and outwith Turning Point Scotland in compliance with the Data Protection Act and regulatory authorities’ and other legal requirements.

3.  To minimise expenses incurred by the Turning Point Scotland in the course of carrying out your duties

PROFESSIONAL PRACTICE

1.  To be aware of and operate in compliance with the Scottish Social Services Council Code of Practice for Social Services Workers.

2.  To participate purposefully in and take advantage of the opportunities for discussion afforded by Turning Point Scotland’s staff supervision and annual appraisal scheme.

3.  To be responsible for your own good practice and for the promotion of good practice among colleagues.

4.  To work to maintain effective working relationships with colleagues and create an atmosphere for service users which is free from conflict.

5.  To report concerns about practice or conduct issues to your Line Manager

6.  To attend all mandatory training in order to demonstrate fitness and continued fitness to practice safely.

7.  To attend training which has been identified as being necessary to provide you with the necessary skills to undertake the duties and responsibilities of your post.

8.  To take any action necessary to become eligible for registration with the Scottish

Social Services Council and to maintain registration once achieved.

9.  To be responsible for your own continuous professional development and identify any perceived ‘gaps’ in your knowledge which require to be addressed through training, or other means.

10.  To assist with the on-the-job induction of new starts within the organisation, and demonstrate good practice at all times in this regard.

11.  To ensure that you can demonstrate your continued suitability to work with vulnerable adults or children by completing an Application for an up-to-date Enhanced Disclosure for Disclosure Scotland, on a 3-yearly basis or as required.

12.  To be familiar and comply with Turning Point Scotland’s Human Resources, Health & Safety and Training policies and procedures.

I accept the particulars of this job description:

Signed______

Date______

PERSON SPECIFICATION

POST: ADMINISTRATION COORDINATOR

SERVICE: Business Development and Improvement Manager

ESSENTIAL CRITERIA / DESIRABLE CRITERIA
Education & Qualifications / E1 / An SVQ 3 in Business Administration or equivalent
Experience / E2 / Experience of Office Administration / D2 / Experience of presentation skills
E3 / Experience of providing admin support to senior management / D3 / Experience of a PA role
Skills and knowledge / E4 / Be computer literate with advanced working knowledge of Microsoft windows based programmes and have proficient data entry/input processing skills. / D4 / Ability to manage online systems
E5 / Ability to manage data and information and develop and produce reports / D5 / Ability to develop database and excel reporting systems
E6 / Ability to co-ordinate meetings and take minutes / D6 / Ability to organise large events
E7 / Demonstrate ability to organise in order to establish and maintain effective office administration systems.
E8 / Have ability to keep up to date in new technology and online web based packages as part of self-development.
E9 / Ability to plan and manage own work and meet deadlines.
E10 / Ability to work independently and use initiative when required.
E11 / Ability to communicate well verbally and in writing
Other requirements of the post / E12 / Commitment to Equal Opportunities.
E13 / An understanding of confidentiality and data protection issues.
E14 / Must be able to demonstrate a shared commitment to TPS values and principles.
E15 / Willingness to work out with normal hours.
E16 / Must be willing to travel where required.
E17 / Flexibility in carrying out any other duties that may be required by the organisation.

MAIN TERMS AND CONDITIONS OF SERVICE
ADMINISTRATION CO-ORDINATOR
There are a significant number of benefits to working for Turning Point Scotland including excellent terms and conditions of service, including access to a wide range of high quality vocational and skills training, a range of family-friendly policies to help balance work-life, participation in a number of environmentally –friendly initiatives, active promotion of healthy living in the workplace, and not least the provision of a working environment where opinions and ideas are valued and arrangements are in place to ensure that there is a high level of staff representation and that people are encouraged to make their views heard and to participate in team meetings etc.
The main terms of conditions of service include the following:
The salary scale for the post will be:
£19,434
£20,056
£20,667
£21,326
£22,004
£22,710
£23,587
£24,357
The annual leave entitlement will be:
28 days per year plus 8 public holidays and 2 local holidays
Additional annual leave is granted in recognition of 3 years’ perfect attendance and of completing 10 years’ continuous service with Turning Point Scotland.
Turning Point Scotland
Employment Application Form
POST DETAILS
Title:
Reference:

1. PERSONAL DETAILS

Surname
Initials or First name(s)
Address
Post Code
Home Telephone
Work Telephone
May we ring you at work with discretion?
Mobile
Email address
National Insurance No
Do you hold a current UK Drivers Licence at this time?
Do you require a work permit?
Are you willing to use your own vehicle for work activities?
Do you hold a valid passport?
Are you able to work shifts flexibly according to a planned rota?

2. GUARANTEED INTERVIEW SCHEME

Turning Point Scotland welcomes and encourages applications from individuals with disabilities. We would undertake to invite for interview all disabled applicants who meet all essential aspects of the proposed role as set out in the Person Specification.

Do you wish to be considered in terms of this scheme?

If you are invited to attend for interview we will contact you to establish any specific requirements you may have.

3. RECOVERY INFORMATION

Please note, because of the nature of the work undertaken by Turning Point Scotland we cannot employ anyone with a personal history of addiction unless he or she has ceased drug or alcohol misuse for a minimum of two years.

Have you misused alcohol or used substances within the last 24 months?

4. QUALIFICATIONS

Qualification
Name of Education Facility
Grade/Level
Date Obtained.
Qualification
Name of Education Facility
Grade/Level
Date Obtained.
Qualification
Name of Education Facility
Grade/Level
Date Obtained.

5. MEMBERSHIP OF PROFESSIONAL BODIES

Name of Professional Body
Level of Membership
PIN Number
Expiry Date (including SSSC)
Name of Professional Body
Level of Membership
PIN Number
Expiry Date (including SSSC)
Name of Professional Body
Level of Membership
PIN Number
Expiry Date (including SSSC)
Name of Professional Body
Level of Membership
PIN Number
Expiry Date (including SSSC)
Name of Professional Body
Level of Membership
PIN Number
Expiry Date (including SSSC)
If registered with SSSC do you have any conditions attached with it?
If yes, please detail below

6.  PRESENT OR MOST RECENT EMPLOYER

Name of Current Employer
Address of Current Employer
Telephone Number
Line Manager Name
Position Held
Dates of Employment: From month/year
Dates of Employment: To month/year (if applicable)
Current or most recent salary
Notice Period
Reasons for leaving
Please summarise your duties/responsibilities in your current/most recent employment.

7.  COMPLETE EMPLOYMENT HISTORY

Employer Name
Employer Address
Position Held
Dates of Employment: From month/year
Dates of Employment: To month/year (if applicable)
Reasons for leaving
Summary of duties and responsibilities
Employer Name
Employer Address
Position Held
Dates of Employment: From month/year
Dates of Employment: To month/year (if applicable)
Reasons for leaving
Summary of duties and responsibilities
Employer Name
Employer Address
Position Held
Dates of Employment: From month/year
Dates of Employment: To month/year (if applicable)
Reasons for leaving
Summary of duties and responsibilities
Employer Name
Employer Address
Position Held
Dates of Employment: From month/year
Dates of Employment: To month/year (if applicable)
Reasons for leaving
Summary of duties and responsibilities
Employer Name
Employer Address
Position Held
Dates of Employment: From month/year
Dates of Employment: To month/year (if applicable)
Reasons for leaving
Summary of duties and responsibilities

8. PERSONAL STATEMENT

With reference to your previous experiences and/or achievements, please describe the essential qualities which you consider you would bring to the position. Also provide any additional information you think will support your application.

9. REHABILITATION STATEMENT

Our recruitment systems complies with the requirements of the Rehabilitation of Offenders Act 1974, Police Act 1997 and Protection of Vulnerable Groups (Scotland) Act 2007 and is designed to ensure safe, effective and fair recruitment practices. We take active steps to ensure that having a conviction or similar is not an automatic bar to employment. We are positive about people’s ability to take responsibility for their actions, to reflect and to change.

Your person specification and job description will indicate the level of Disclosure background check or PVG membership that applies to the post you are applying for.

For all posts, we would ask you to declare all ‘unspent’ convictions including driving offences, cautions and admonishments by completing the format below. Staff selected for posts which are not exempt under the act must undertake a basic disclosure. These posts do not involve directly working to support/advise the people who use our services and are not based in Registered Care Homes or prisons nor handling financial information.

For posts that are exempt under the Rehabilitation of Offenders Act, usually posts that have regular unsupervised contact working directly to support/advise vulnerable people (often identified as ‘regulated work’) administration staff concerned with the provision of a care service or health services, nurses, accountants, people working within Registered Care Homes or prisons, or board members, we consider all convictions in addition to other background information through a standard disclosure check, enhanced disclosure check or PVG membership. In short, for these posts we require applicants to disclose details of all convictions (‘spent’ or ‘unspent’) cautions, warnings, reprimands, admonishments and, for all except those doing standard disclosure checks, any relevant non-conviction information. Non-conviction information includes any pending proceedings, current investigations, any current or previous order, restrictions or consideration for listing or similar placed on you from governmental bodies (examples: the Home Office, social work departments, SSSC, NMC, PVG).

It is not acceptable to omit information from this section and inform us later. Any information declared will be discussed at interview and further information sought. All information provided will be treated in the strictest confidence. Our Recruitment Policy and Policy Statement and our PVG and Disclosure Policy can be found on our website.

Have you ever been convicted of any criminal offence?

If yes, please give details of all convictions below. If you have had no convictions, please type ‘none’. You must not leave this section blank or your application will not be considered.

Charge/Issue/Allegation/Offence
Date
Outcome – Investigation only, Sentence, Caution, Admonish,
Reprimand, Fine, Points, Order against you, Warning (or other outcome)
Charge/Issue/Allegation/Offence
Date
Outcome – Investigation only, Sentence, Caution, Admonish,
Reprimand, Fine, Points, Order against you, Warning (or other outcome)
Charge/Issue/Allegation/Offence
Date
Outcome – Investigation only, Sentence, Caution, Admonish,
Reprimand, Fine, Points, Order against you, Warning (or other outcome)
Charge/Issue/Allegation/Offence
Date
Outcome – Investigation only, Sentence, Caution, Admonish,
Reprimand, Fine, Points, Order against you, Warning (or other outcome)
Are there proceedings pending against you in respect of this or any other offence?

If yes, please give details of the nature of these proceedings below. If there are no proceedings pending, please type none below.