/ STAR East Sussex Drug and Alcohol Service (Psychosocial Interventions)
& West Sussex Drug and Alcohol Wellbeing Service (DAWN)
Job Title / Senior Administrator – East & West Sussex Counselling Service (P612/P667)
Reports to / Counselling Team Leader
Base / Eastbourne – with some travel working across the counties
Hours / 37.5
Salary Range / Point: 18 - 22
Operating Principles / CGL has developed a number of operating principles that it believes are essential to providing effective and inspirational care and support for its service users.
They should be viewed as overarching expectations for all roles at CGL.All staff will contribute to the ongoing development of an ambitious, inspirational and outcome-focussed culture at every level of service delivery.
All roles will tangibly contribute to provide hope, empowerment, choices and opportunities that promote people reaching their full potential as individuals and community members.
All service delivery will model the belief that we all have the potential to make positive changes and to lead meaningful and purposeful lives, as involved and contributing members of society.
Purpose of Job /
  • Provision of administrative support for operations across the service.
  • Booking client appointments.
  • Liaison with clients and counsellors.
  • Follow up administration from appointments including making ‘phone calls.
  • To work within systems for data and information collection, monitoring and storage and support the submission of NDTMS data on a monthly basis.
  • To contribute to statistical data and reports for internal and external bodies.
  • First point of contact for telephone enquiries.
  • To support the bi-annual recruitment, co-ordination of training and support to a core team of up to 50 counsellors – 20 in West Sussex, 30 in East Sussex.
  • To support the Duo Counselling intervention in consultation with the Counselling Team Leaderand Clinical Supervisors.
  • To maintain effective relationships with student placement Colleges and other local agencies.
  • Maintain accurate records of all client interventions on case management and safeguarding databases.
  • To provide administrative support to enable the delivery of a comprehensive training programme for new counsellors, and the on-going programme of Continuing Professional Development.
  • To attend appropriate meetings within the integrated Health, Wellbeing and Recovery Service in each county, as and when required.
  • To supportcounsellors to share and record any safeguarding information without delay, for adults and children.
  • To act appropriately through escalation to the Counselling Team Leader or Designated Safeguarding Leads in STAR and DAWN in relation to any such information to safeguard children and adults at risk.
  • To receive regular line management supervision.
  • To provide general office administration and support as necessary.

General terms of reference:
  • Work flexibly across sites.
  • Work flexibly within an agreed number of hours to maintain the most appropriate level of service provision.
  • Seek to improve personal performance, contribution, knowledge and skills.
  • Participate in supervision, appraisal and training processes
  • Ensure the implementation of CGL policies.
  • Work within the BACP Ethical Framework.
  • Contribute to maintaining safe systems of work and a safe environment.
  • Undertake other duties as appropriate to the post.

Other requirements: / The successful candidate will be subject to a Disclosure and Barring Service check at an enhanced level.

Specific National Occupational Standards including DANOS required for this role:

Unit Number and Title
HSC35 / Promote choice, wellbeing and the protection of all individuals
HSC233 / Relate to, and interact with individuals
HSC330 / Support individuals to access and use service and facilities
HSC 3111 / Promote the equality, diversity, rights and responsibilities of individuals
HSC335 / Contribute to the protection of individuals from harm and abuse
HSC395 / Contribute to assessing and act upon risk of danger, harm and abuse
HSC33 / Reflect on and develop your practice
HSC388 / Relate to families, parents and carers
HSC22 / Support the health and safety of yourself and individuals
HSC32 / Promote, monitor and maintain health, safety and security in the working environment
M & LE6 / Ensure health and safety requirements are met in your area of responsibility
SCDHSC0234 / Uphold the rights of individuals
GEN97 / Communicate effectively in a healthcare environment
GEN36 / Make use of supervision
GEN23 / Monitor your own work practices
CHS169 / Comply with legal requirements for maintaining confidentiality in healthcare
CFABAD331 / Use a filing system
SCDHSC0241 / Contribute to the effectiveness of teams
SCDHSC0021 / Support effective communication
SCDHSC0233 / Develop effective relationships with individuals
SCDHSC0330 / Support individuals to use services and facilities
CFAMLDD1 / Develop and sustain productive working relationships with colleagues
SCDHSC0242 / Deal with messages and information
CFABAA621 / Make and receive telephone calls
VSNTO / Contribute to the recruitment and placement of volunteers

Person Specification

Essential Criteria:

  • An understanding of the impact substance misuse has upon the individual and their families.
  • Highly developed ability to organise and plan workload and to work on your own initiative.
  • An ability to remain calm under pressure, and communicate in a calm and empathic manner.
  • Demonstrable written and communication skills, including competence in Word & Excel IT packages and databases.
  • Knowledge of general office procedures.
  • Ability to work effectively in a client-facing environment.
  • IT literacy including advanced skills in word processing, spreadsheets and data entry.
  • Good interpersonal skills and a willingness to work flexibly as part of a team
  • The ability to respond to appropriate requests for assistance, maintaining confidentiality whenever necessary.
  • Excellent numeric skills.
  • Excellent organisational skills
  • An understanding of good safeguarding practice in relation to children and adults.
  • A commitment to providing an equitable, accessible service which celebrates diversity.
  • A commitment to identifying your own learning needs and professional development.
  • Working during evenings and on Saturdays on a flexi-time basis as needed.

And the ability to:

  • Communicate confidently and effectively, verbally and in writing.
  • Work within CGL policies including those to the Safeguarding of Children and Adults.
  • Employ an empathetic and non-judgmental attitude towards service users.
  • Show commitment to facilitating positive outcomes for service users.

Desirable criteria:

  • Qualification in IT/office administration.
  • Working knowledge of NDTMS.
  • Thorough understanding of administrative elements of substance misuse treatment services.

This post is subject to a DBS Bureau check at an enhanced level

Amendments: This description accurately reflects the present position; it may be amended and reviewed. Any change will be made following a proper period of consultation.

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