JOB DESCRIPTION

Job Title:Head Office Administrator

Reports to:Finance Manager

Responsible for:Administrative support for Senior Staff in Head Office

Grade/Salary:Scale Point 26 (£21,792) Pro-rata 27.5 hours

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, 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: The post holder will be responsible for providing administrative support for senior staff to ensure the effective management of administration tasks, whilst making a significant contribution to the overall efficiency of our Central Services. This position requires excellent organisational and time management skills and a high level of integrity and discretion.

Post Outline:

  • Undertake general office duties.
  • Make, arrange and maintain appointment diaries in Microsoft Outlook.
  • Support senior managers and executives with daily clerical tasks.
  • Attend and take minutes of confidential Human Resource (HR) meetings to support the HR Manager.
  • Single Point of Contact for Head Office queries from other agencies working within WCADA premises, with WCADA staff and external contacts.
  • Single Point of Contact for the reporting of issues in relation to building maintenance and communicate with relevant contractors.
  • Assist with utility and equipment contract renewals as required.
  • Process travelling expense claims and input on spreadsheet in preparation for payroll.
  • Manage petty cash and raise purchase orders.
  • Monitor and replenish stationery as and when required.
  • Contribute to the inputting of financial information on QuickBooks and develop competency in other WCADA databases.
  • Supervise and support Head Office reception employee.
  • Monitor security arrangements and maintain up to date information on key holders.
  • Prepare ID badges and organise the issue of keys and other equipment for new staff as part of the WCADA induction process, keeping accurate records of all items issued and returned.
  • Monitor and respond appropriately to the central WCADA execs e-mail account.
  • Monitor and update WCADA social media accounts.
  • Arrange and attend team and other meetings as required, taking the meeting minutes.
  • Receive and record bookings for the Boardroom and ensure the rooms are suitably prepared for use.
  • Contribute to the organisation of WCADA annual events.
  • Create spreadsheets and presentations.
  • Provide statistical and budget reports when required.
  • Develop, implement and improve office policies and procedures.
  • Archive documents in line with relevant procedures.
  • 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 team meetings, bi-monthly thematic meetings, regular supervision sessions and annual appraisal.
  • Take responsibility for updating training needs and knowledge requirements when necessary.
  • Comply with WCADA’s code of conduct, policies and procedures, and promote a positive profile of the agency.
  • Carry out any reasonable and lawful duties and responsibilities as required by the Senior Management Team.

Role Profile:

COMPETENCE DESCRIPTION / National Occupational Standard Unit Number
BUSINESS AND FINANCE
Business Administration
Support work procedures in a business environment / CFABAF171
Contribute to innovation in a business environment / CFABAA112
Produce documents in a business environment / CFABAA211
Finance Administration
Assist with daily financial issues within your organisation / CCSCCS2
SERVICE DELIVERY
Help individuals access substance misuse services
*Promote choice, wellbeing and the protection of all individuals / HSC 35
Deal with customer requirements using a range of contact methods / SFJOD4
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

*Mandatory competencies

Person Specification:

Qualifications and training
Desirable / Essential
HND/C in Business and Information Technology or equivalent such as NVQ Diploma in Business Administration at Level 4 / 
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 advanced 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 focused 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 WCADA’s vision and values / 

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 4 or equivalent qualification relevant to a role in Business 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 focused environment, demonstrating a willingness to understand the nature of substance use, its’ effects on individuals and significant others.

Hours of Working:27.5 hours per week (some flexible working may be necessary).

Salary Scale:Scale Point 26 (£21,792) Pro-rata

Location:Head Office, Swansea

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 WCADA Limited are required to declare any involvement either directly or indirectly with any firm, company or organisation that has a contract with WCADA 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 WCADA 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 WCADA 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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