Lifeline Project Ltd 2012

 Lifeline Project Ltd 2012

JOB DESCRIPTION

JOB IDENTIFICATION
Job Title / Administrator
Reports To / Recovery Service Team Leader
Location / Oxfordshire
Hours / 35 hours
Salary / NJC Scale 4 - 10
Date Updated / February 2012
JOB PURPOSE

To work within Lifeline’s abstinence based recovery servicefor dependent drug and alcohol users in Oxfordshire, as part of a forward looking, flexible and creative team.
To deliver efficient administrative support to members of the team to ensure that the team are served by processes that are effective, well recorded, and simple, enabling practitioners to focus on their own roles and service objectives.
To work within the service framework and to support the management process fully.
To ensure that personal performance is such that it supports a high standard of achievement and effectiveness throughout the teams.
To work collaboratively with Lifeline Oxfordshire personnel, and other services, to maintain operational efficiency.

ORGANISATIONAL POSITION

See organisational chart attached.

MAIN DUTIES AND RESPONSIBILITIES
Service provision:

To develop and maintain clear and functional record-keeping systems as required.
To complete forms and documents which support the service’s/team’s processes.
To provide clean data input to database systems, and support for database developments.
To maintain the integrity of secure filing and archiving systems of service user and service information.
To undertake secretarial duties, including minute taking, office diary co-ordination and dealing with correspondence.
To support the production of leaflets and brochures.
To support team recruitment and HR processes.
To supervise administrative and reception volunteers.
General administration duties
Support to Managers on Contract Management and Reporting
To ensure the smooth running of the team by dealing with general enquiries, greeting visitors and maintaining shared resources.
To control petty cash and expenses on behalf of the team and liaise with the Project Administrator on purchasing issues.

To work flexibly to cover the absence of other administrative colleagues as required.
To ensure that admin staff maintain office equipment is maintained in line with service agreements.
To handle routine enquiries and provide information on Lifeline’s services by telephone or in person with visitors referring to other staff as appropriate.

Performance and personal management:

To be responsible for own performance management at an individual level through: self-management; delivery of goals and tasks set; and reporting progress.
To comply with operational management systems of supervision, objectives, appraisal and induction.
To engage in opportunities for learning, development and training.
To support data collection procedures and reporting to ensure effective recording of performance monitoring and service user information.

Service development:

To contribute to the sustainability of Lifeline’s growth through the delivery of quality services.
To ensure an appropriate level of strategic awareness at industry, local, organisational and service levels.

GENERAL DUTIES

To personify a positive, collaborative and recovery-focused work ethic.
To present a professional appearance, help maintain an orderly working environment and act at all times to uphold the good reputation of Lifeline Project.

To ensure that all visitors to the service (including service users, families/carers, professionals and the general public) are welcomed in a responsive, helpful and professional manner.

To ensure service users’ and professionals’ experience of Lifeline is positive including by taking personal responsibility for answering ringing telephones and promptly dealing with inappropriate behaviour by staff, volunteers or service users.

To attend meetings at appointed times, maintain professional personnel and service user records and meet deadlines.
To work flexibly across the whole service, including providing duty, late working and weekend cover as required.
To proactively maintain professional knowledge and practice and attend, use and contribute to supervision and team meetings effectively.

To assess risk and safeguarding issues, undertake risk and need assessments when appropriate and report any potential risk and safeguarding issues to ensure staff, service users and children are protected.
To work within professional boundaries maintaining safety and appropriate confidentiality at all times.
To contribute to organisational initiatives as required.

To demonstrate commitment to Lifeline’s statements of Mission, Vision and Values and strategy, ensuring that they inform, and are embedded within, service delivery and practice.

To read and comply with all published Lifeline policies and procedures, at the start of your employment and again whenever they are added to or changed, as available on the Lifeline staff website.
To work flexibly to undertake such other reasonable duties and responsibilities, at any location within reasonable daily travel from your main place of work.

To carry out responsibilities with clear regard to Lifeline’s Equal Opportunities, Health and Safety, and other relevant employee focused policies and procedures.
JOB DESCRIPTION AGREEMENT
This is an outline job description and may be subject to change according to the needs of the job, in consultation with the post holder.
Job Holder’s Signature / Date
Post Holder’s Signature / Date

Person Specification: Team Administrator

All criteria are Essential unless otherwise indicated

Experience (through paid or voluntary work)

Experience in providing administrative support in a service-based organisation.
Experience in being involved in maintaining a service management database and producing reports.

Knowledge

Understanding of the control processes involved in ordering, payment, and petty cash processes.
Understanding of principles of good database management.
Understanding of confidentiality and professional boundaries.
Basic understanding of drug interventions, including substitute prescribing.

Education and Training

GSCE/ O Level or equivalent - Maths and English (or overseas equivalent educational qualifications).
Business Administration NVQ Level II

Skills and abilities

Ability to solve problems on own initiative within confines of own authority.
Methodical and proven personal organisation, including: maintaining own written work-plans; meeting deadlines reliably.
Ability to deal with new work assignments positively and constructively, and reviews and communicates conflicts of priority appropriately.
Ability to produce written reports to a standard that is appropriate to a range of audiences (internal and external).
Ability to take effective minutes based on clear actions and responsibilities.
Ability to support users on NDTMS/Theseus issues.
Ability to design and produce promotional material using Microsoft publishing, CorelDraw or similar.
Advanced user of Microsoft Excel and Word, internet diary applications and internet research applications.
Commitment to keeping own and shared workspace clear and tidy at all times.
Commitment to working collaboratively with co-workers, and colleagues in other agencies, to facilitate positive recovery outcomes for service users.
Commitment to sharing knowledge, expertise and learning with colleagues (co-workers, volunteers, other professionals) in order to improve standards of practice within the service and the wider treatment environment.
Commitment to continuous improvement in professional competence and skills in order to provide a high standard of recovery-focused care to service users.

Additional Factors

A commitment to equality of opportunity and anti-discriminatory practice that is reflected in professional relationships with service users, colleagues and the general public.
A desire to work within, and contribute to, a culture that is positive, dynamic, forward thinking and outcomes-focused.
A non-judgmental attitude towards people affected by substance use.