Staff Job Description & Person Specification

STAFF JOB DESCRIPTION & PERSON SPECIFICATION

1. JOB DETAILS

Job Title: Administrator - Reception

Grade/Salary Scale: £15,248 - £17,090

Responsible to: Project Co-ordinator & Community Justice Co-ordinator

Hours: 37.5 hours a week

Signpost Recovery aims to ensure that the salaries we offer are competitive in comparison to the equivalent markets. Each year the organisation undertakes a pay and grading review to ensure our salaries are appropriate and in accordance with the organisational expectations of each role.

Our policy and practice on the recruitment of staff is that new appointments will normally be made at the lowest point of the pay scale within the evaluated grade for the post. Where a candidate is seeking to be appointed on a higher point than that of the lowest point of the evaluated grade, this must be highlighted, no later, than the interview stage of the recruitment process, however, no agreement will be given to this or the possibility of this, throughout the course of the recruitment process and this would only be a consideration after an individual is deemed to be the preferred candidate.

2. ROLE &TEAM OVERVIEW

The Scottish Government Employability Innovation and Integration Fund is the means of an integrated approach to employability, linking training programmes with access to health and social care, criminal justice and housing services. Following a successful application, funding has been awarded to the Falkirk Community Justice Partnership to join up employment support with health & social care, criminal justice and housing services, thus, making sure people receive the level of support they need to find sustainable employment.

Therefore, the ‘Tackling Inequalities & Improving Outcomes Project’ (TIIOP) aims to reduce health inequalities and improve the health and wellbeing of people in the criminal justice system by identifying and addressing the health-related factors that impede their access to; and ability to engage in, volunteering, training, courses, further learning and employment.

The role of the Administrator - TIIOPwill be to underpin the work of the operational staff deployed to the Project by providing a broad range of administrative support functions, setting up and maintaining efficient administration and recording systems as required both locally and by the wider organisation.

The post will be primarily based on the Brockville Falkirk Criminal Justice Social Work site; however, the post holder may be expected to work at any of our operational bases in accordance with the exigencies of the project and/or wider organisation. This post requires a high degree of communication and organisational skills due to the duties involved.

3. PROJECT STRUCTURE & REPORTING CHART

4. KEY DUTIES AND RESPONSIBILITIES

• To record confidential data and maintain statistical information concerning the work of the Tackling Inequalities &Improving Outcomes Project and Signpost Recovery using Microsoft Office applications (Word; Excel) and the specific systems utilised by the host organisation;
• To undertake standard office administration duties including reception, filing,

minutingmeetings and the processing of incoming and outgoing mail;

• Administer, collate and process TIIO Project referrals;
• To log incoming calls and pass on messages appropriately;
• To maintain the office diary and organise appointments and meetings accordingly;
• Communicating a range of information to appropriate recipients;
• Developing, improving and maintaining office systems;
• To provide administrative support to the Health & Well-being Co-ordinator, Health & Wellbeing Nurses, Project Assistants, Healthcare Assistant and other staff as required;
• To support the Health & Wellbeing Co-ordinator with the administrative data needed for the completion of the performance reports that are required to meet our obligations to the funding partners and/or key stakeholders;
• Actively progress one’s own continuous professional development whilst ensuring your own regular updating of knowledge, skills and learning. This includes participation in your own supervision, performance review and appraisal in accordance with Signpost Recovery policy;
• To be aware of and committed to the Health and Safety policies and procedures of Falkirk Council and Signpost Recovery whilst also adhering to information arising from Health and Safety Risk Assessments and other processes associated with Safe Systems of Work;
• To be committed to the equal opportunities and diversity policies of Signpost Recovery and Falkirk Council and to communicate effectively with service users from a diverse range of backgrounds; and
• To undertake any additional and appropriate functions as required. Any additional duties will normally be to cover unforeseen circumstances or changesin work, and will usually be compatible with the regular type of work. If an additionaltask or responsibility becomes a regular or frequent part of the job, it will then be included in the job description following consultation with the post holder.

5. COMMUNICATIONS AND WORKING RELATIONSHIPS

As a representative of Signpost Recovery, and in the course of your work, you will be expected to conduct yourself in a professional manner and consistently demonstrate a high level of effective communication and interpersonal skills with regard to your interactions with others e.g. members of the public, staff from other services, colleagues and more senior staff within the partnership. You will work closely with and co-operate with other members of staff within the organisation to ensure the delivery of a high quality service that supports the operational expectations of our services. You will be assigned a line manager and/or point of contact and they will monitor, support and supervise your work and will be your direct line of contact for any issues arising from your work.

6. PERSON SPECIFICATION
JOB TITLE / ADMINISTRATOR – TIIO PROJECT
AREA / ESSENTIAL / DESIRABLE
Qualifications / -Educated to HNC level in an appropriate administrative subject / -ECDL;
-First Aid Training.
Work Experience / -Previous administration experience in a busy operational environment
-Considerable experience as an administrator, preferably in a busy ‘Third Sector’ organisation.
-Minute-taking experience.
-Word processing documents, reports and letters.
-Creating and maintaining
complex file systems.
-Using an office telephonesystem/ taking messages/forwarding calls etc. / -Experience of working with confidential work.
-Experience of writingadministrative procedures.
-Designing a new officesystem.
Knowledge / -Good level of IT knowledge including ability to use word, spreadsheets, presenting data and utilise email applications.
-An awareness of personalresponsibility in relation tohealth and safety.
-A good comprehension of theprinciples of confidentialityin relation to health and social care type service provision and care management. / -Role and ethos of statutory and voluntary sectors.
Skills / -Good analytical, problem solving, decision making abilitiesand application of judgement to find solutions to administrative problems.
-Strong numeric skills.
-Self-directed ability to manage own workload, and plan, organise and prioritise workload to meet strict deadlines.
-Ability to work unsupervised and under own initiative.
- / -Competent in the use ofMicrosoft Power Point andAccess.
Manner / -Smart appearance.
-Confident and positive approach in communicating with clients and employees at all levels.
-Positive ‘can do’ attitude.
-Flexible.
Other (Specify) / -Ability to work on own initiative as well as part of a team.
-Driving Licence
7. PVG / DISCLOSURE INFORMATION

Signpost Recovery complies fully with the Disclosure Scotland Code of Practice, issued by Scottish Ministers, in connection with the use of information provided to registered persons and other recipients of information by Disclosure Scotland under Part V of the Police Act 1997, or the Protection of Vulnerable Groups (Scotland) Act 2007 for the purposes of assessing applicants' suitability for positions of trust. Therefore Signpost Recovery has determined that this post is classed as undertaking duties that must be covered by the successful candidate having applied for a satisfactory- Standard Disclosure.

Furthermore,should you fail to complete your probationary period, you will be expected to meet the cost of Signpost Recovery applying for and administering their Disclosure application. Whilst this is subject to pricing beyond that of our control and may rise at any time, the cost for the administration and fees associated with a standard disclosure is £25.

8. JOB DESCRIPTION & PERSON SPECIFICATION – AGREED BY POSTHOLDER

The above duties and responsibilities are intended to represent current priorities and are not meant to form a conclusive list. The post holder may, from time to time, be asked to undertake other reasonable duties.

Any changes will be made in discussion with the post holder and in the light of service needs.

I hereby understand and agree to the information contained within this document.

Signature of Employee: ……………………………………………Date…………………

Signed on Behalf of the Employer: ……………………………….Date…………………

Administrator – Tackling Inequalities & Improving Outcomes Project

£15,248 - £17,090

1 x 37.5 Hours (Fixed Term 12 Months in the first instance)

Location: Falkirk

Closing date: 18th March 2018

Role:

The detail of the role is contained within the Job Description & Person Specification document, however, Signpost Recovery and its partners in service delivery; aim to work within a strengths-based, recovery-orientated and outcomes focused approach to service provision that promotes service users, key stakeholders and local communities as responsible co-producers of health, well-being and recovery. Therefore, we value the contribution of every role in our organisation. Signpost Recovery believes in a community facing and asset based approach in all aspects of its care, treatment and support provision.

Signpost Recovery complies fully with the Disclosure Scotland Code of Practice issued by the Scottish Ministers, in connection with the use of information provided to registered persons and other recipients of information by Disclosure Scotland under Part V of the Police Act 1997, or the Protection of Vulnerable Groups(PVG) (Scotland) Act 2007 for the purposes of assessing applicants' suitability for positions of trust. Therefore Signpost Recovery has determined that this post is classed as undertaking duties that must be covered by the successful candidate having applied for a satisfactory- Standard Disclosure.

Furthermore, should you fail to complete your probationary period, you will be expected to meet the cost of Signpost Recovery applying for and administering their Disclosure application. Whilst this is subject to pricing beyond that of our control and may rise at any time, the cost for the administration and fees associated with a standard disclosure is £25.

Organisational Profile:

Signpost Recovery is Scottish based registered charity limited by guarantee (SC 033772). Signpost Recovery has grown considerably over the six years and has demonstrated year on year growth. We now have an annual turnover of £1.9 Million. Signpost Recovery is governed by a Board of Directors and is strategically led, managed and operated on a day-to-day basis by the Senior Management Team.

Signpost Recovery has a number of successful partnerships and initiatives with Falkirk Criminal Justice Social Work, one of which, the Social Inclusion Project (SIP), was a runner up in this year’s Herald Society Awards in the Health & Social Care Integration category. The ‘Tackling Inequalities & Improving Outcomes Project’ is the latest initiative.

The Scottish Government Employability Innovation and Integration Fund is the means of an integrated approach to employability, linking training programmes with access to health and social care, criminal justice and housing services. Following a successful application, funding has been awarded to the Falkirk Community Justice Partnership to join up employment support with health and social care, criminal justice and housing services, making sure people receive the level of support they need to find sustainable employment.

Therefore, the ‘Tackling Inequalities & Improving Outcomes Project’ aims to reduce health inequalities and improve the health and wellbeing of people in the criminal justice system by identifying and addressing the health-related factors that impede their access to, and ability to engage in, volunteering, training, courses, further learning and employment. For more information on Signpost Recovery please go to .

Please complete the application which is available to download from this site, it’s preferable that these are then submitted by email to , if you do however wish to return the form by post, it should be sent to Signpost Recovery, Recruitment, Units 1 & 2, Block 7, Cooperage Business Village, Cooperage Way, Alloa, FK10 3LP.

Have you considered Working in Forth Valley? Excellent motorway links from Glasgow, Edinburgh and the surrounding areas. Given the geographical nature of Forth Valley a full UK Driving License and access to a car is required. Company benefits include 30-34 days annual leave, 5% contribution to Company Pension Scheme, Employee Life Cover, Childcare Voucher Scheme and access to a range of Post-Graduate study opportunities.

Please send completed applications to and please clearly state which post you are applying for.

APPLICATION FOR EMPLOYMENT

1. POST DETAILS
VACANCY REFERENCE: / POST APPLIED FOR:
FULL TIME/PART TIME/ JOBSHARE:
2. PERSONAL DETAILS
SURNAME: / FORENAME(S):
FORMER SURNAME: / KNOWN AS:
ADDRESS: / HOME TEL:
DAYTIME TEL:
MOBILE TEL:
E-MAIL:
DO YOU HOLD A CURRENT FULL DRIVING LICENCE?
ARE YOU A CAR OWNER?
GIVE DETAILS OF ANY DISQUALIFICATIONS AND/OR ENDORSEMENTS BELOW:
HAVE YOU BEEN *PREVIOUSLY EMPLOYED BY SIGNPOST RECOVERY?
ARE YOU RELATED TO ANY *CURRENT SERVING MEMBER OF SIGNPOST RECOVERY’S BOARD AND/OR SIGNPOST RECOVERY EMPLOYEE?
COULD THERE BE ANY POSSIBILITY THAT YOU MAY EITHER BE *RELATED TO AND / OR AN AQUAINTANCE OF ANY CURRENT SIGNPOST RECOVERY SERVICE USER(S)?
*IF YES, PLEASE GIVE DETAILS BELOW:
ARE YOU A MEMBER OF THE DISCLOSURE SCOTLAND PROTECTION OF VULNERABLE GROUPS (PVG) SCHEME?
IF YES PLEASE PROVIDE PVG MEMBERSHIP NUMBER AND SCHEME MEMBERSHIP DETAILS i.e. 1000 2000 3000 4000 & REGULATED WORK WITH PROTECTED ADULTS:
ARE YOU LEGALLY PERMITTED TO TAKE EMPLOYMENT WITHIN THE UK? (All applicants will be asked to produce the appropriate documentation at interview).
WHERE DID YOU SEE THIS POST ADVERTISED?
3. QUALIFICATIONS (Please provide details of any secondary, tertiary and vocational education qualifications achieved).
EDUCATIONAL INSTITUTE AND QUALIFICATION(S) / GRADE / DATE OBTAINED

3.1QUALIFICATIONS CONTINUED…….

PROFESSIONAL, OTHER RELEVANT QUALIFICATIONS OR TRAINING INCLUDING MEMBERSHIPS OF PROFESSIONAL INSTITUTES OR SOCIETIES / GRADE/
MEMBERSHIP DETAILS / DATES OBTAINED
DO YOU HOLD A REGISTRATION WITH A REGULATORY BODY SUCH AS THE SSSC OR NMC? (Please highlight if registration is current/expired / subject to conditions) / SSSC REGISTRATION NUMBER / CONDITIONS APPLYING OR APPLIED
4. EMPLOYMENT(Current or most recent role)
NAME & ADDRESS OF THE EMPLOYER:
POSITION HELD:
PRESENT/ MOST RECENT SALARY:
MAIN DUTIES RESPONSIBILITIES:
DATE APPOINTED:
PERIOD OF NOTICE REQUIRED (If Applicable)
REASON FOR LEAVING/ DATE OF LEAVING OR REASON FOR WISHING TO LEAVE:
4.1EMPLOYMENT CONTINUED… (Previous posts with most recent shown first, please continue on a separate sheet if necessary). Please provide details of all types of employment including the reasons for any gaps in employment and highlighting any voluntary type work.
FROM / TO / EMPLOYERS NAME & ADDRESS / POSITION HELD/ MAIN DUTIES / REASON FOR LEAVING
5. REFERENCES (One must be your current or most recent line manager, where possible, the other reference should also have known you in a managerial capacity).
REFEREE 1
NAME:
DESIGNATION:
RELATIONSHIP TO APPLICANT / OCCUPATION:
ADDRESS:
POSTCODE: / TELEPHONE:
EMAIL:
Can we approach this referee now?
REFEREE 2
NAME:
DESIGNATION:
RELATIONSHIP TO APPLICANT / OCCUPATION:
ADDRESS:
POSTCODE: / TELEPHONE:
EMAIL:
Can we approach this referee now?
6. ABSENCES
PLEASE GIVE DETAILS OF ANY ABSENCES FROM WORK IN THE PAST 2 YEARS:
DO YOU HAVE ANY SPECIAL REQUIREMENTS FOR INTERVIEW?
IF YES, PLEASE SPECIFY THE DETAILS BELOW:
7. STATEMENT IN SUPPORT OF APPLICATION…… (Continue on a separate page if necessary).
Please consider the person specification and job description carefully and then tell us how you meet the requirements for the post from the skills, abilities, experience and knowledge you have gained. You may wish to draw on paid employment, voluntary work or life events.
DECLARATION: *ALL APPLICANTS MUST SIGN THIS SECTION*

• I have completed Parts 1 to 7 of this application form and the details I have supplied are, to the best of my knowledge, true and complete;

• I understand that false information, omissions or misleading statements may invalidate the application, could lead to the withdrawal of any offer of employment prior to work commencement or could result in summary dismissal if employment has commenced.

• I understand that if appointed to this post the information on this form will be kept as part of my personal file record;

• I authorise you to obtain references to support this application if I am identified as a preferred candidate;

• I understand that details of educational qualifications, membership of professional bodies and referee reports may be verified through the establishments and individuals I have indicated;

• I consent to my details being kept confidentially and used for specific and lawful purposes as specified in the Data Protection Act 1998.

Signed: ______Date: ______

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SIGNPOST RECOVERY

EQUAL OPPORTUNITIES MONITORING QUESTIONNAIRE

We want to ensure that Signpost Recovery job opportunities are open to all members of the community. The only way we can ensure that there is equal opportunity is to monitor the applications we receive. Signpost Recovery can then compare the profile of people who apply for our vacancies with those of which whom we actually appointed. Therefore this form asks applicants about ethnic origin, gender, disability, religion, sexuality and age.

The information you provide in this part of the form is strictly confidential and is not used in the selection process. It will be separated from the rest of the form when we receive it.

1)You are:
Female / Male
2)Have you undergone, are you undergoing or do you intend to undergo gender reassignment? For example, this includes having changed your sex (gender)?
Yes / No / Prefer not to say
3)What is your age?
4)Do you have a physical or mental health condition or disability that:

• has a substantial effect on your ability to carry out day to day activities?
• has lasted or is expected to last 12 months or more?

Yes / No / Prefer not to say

• If you answered ‘yes’ please tick if it is either of the following:

Learning Disability
Long standing illness
Mental health condition / Physical impairment
Sensory impairment
Other (please describe):

• Again, if yes, please describe any particular arrangements you would need for your work location:

5) What is your ethnic group?
Choose one section from A to F, then tick the appropriate box to indicate your cultural background
A: White / Scottish / Irish / Other British
Any other White background
B: Mixed / Any mixed background
C: Asian; Asian Scottish; Asian British
Pakistani / Indian / Chinese
Bangladeshi / Any other Asian background
D: Black; Black Scottish; Black British
Caribbean / African
Any other Black background
E: Other ethnic background
Any other background
F: Prefer not to answer
6) To which religion, religious denomination or body do you actively belong?
(Christianity) - Church of Scotland / Hinduism
(Christianity) - Roman Catholic / Sikhism
Christianity (other) / Judaism
Other faith / belief / Islam
Buddhism / No religion (none)
Prefer not to answer
7) Which of the following best describes your sexual orientation?
Bisexual / Gay Man
Heterosexual / Lesbian/Gay Woman
Other / Prefer not to answer

CRIMINAL CONVICTIONS DECLARATION FORM