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Admin Support Officer

7 months ago

Wakefield, United Kingdom Wakefield Cares Careers Hub Full time

**Forensic Social Work Team Administrative and business support Standard Operating Procedure**

**Forensic social work team administrator role & responsibilities**

**Administration processes**

**Team communications**:
Mail
- Outgoing mail is placed into the mail tray in team admin office; secretary/admin support to take mail to reception for collection on a daily basis.
- Incoming mail will be collected daily (if no admin support is available mail should be collected from the hatch in reception by duty social worker).
- Incoming mail (not marked private and confidential) to be opened, date stamped and placed in the appropriate tray in team admin office for the attention of the relevant team member. Check letter trays in team admin office daily when staff are not at work.
- Mail correspondence pertaining to service users received from external agencies to be scanned and saved to the relevant folder on K drive and a record of the document and date received will be entered onto the SystmOne clinical information system.

Telephones
- All telephones are diverted to team admin office telephone unless staff member is in office and able to receive calls. Team admin answer machine to be checked and messages updated as relevant.
- Receive and deal with telephone calls to team, communicate messages to relevant staff and deal with routine contacts and enquiries.

Notice boards
- Oversee notice boards including team offices and social work board in CRC corridor. Carry out a monthly check to update display and remove/replace information.

Admin tray
- Oversee and check for work.

Forensic Social Work folders on K drive
- Oversee and maintain team folder on K drive
- Forensic Social Work and FSW Team Management.
- Update and replace templates, communications, and operational procedures.
- Undertake monthly reviews and checks.
- Scan any documents received as hard copies and save to service user digital file on K drive.
- Save all documents produced or received electronically to service user digital file on K drive (i.e., signed and scanned or electronic signatures; final copies; new docs; templates etc).

Outlook
- Prepare user system access request for new starters, staff changes and leavers.
- Outlook diaries - set sharing permissions as directed by team manager.
- Check the team inbox daily and highlight any communications to the appropriate persons.

**Any other administrative and business support tasks as required.**

**Lone worker procedure**
- Staff record availability on the whiteboard in the team admin office. This includes out of office for breaks, training, annual leave, meetings etc.
- Staff record details of all community visits in Outlook diaries as outlined in the team lone working operational procedure.
- Ensure lone worker devices are fully charged and available for staff to use.
- Admin support staff have a key role in the implementation of the lone worker procedure, most importantly checking staff’s return to base (whiteboard and office telephone-please see forensic social work team operational procedure lone working for detail).

**Typing (including correspondence, reports, meeting minutes etc)**
- Produce accurate typing of documents including reports, procedures, processes, letters and notes from any format i.e., handwritten notes, Dictaphone, typed drafts for quality checking and formatting.
- Templates are stored on the k drive. Original templates must remain blank. Create a **new** document and save to the relevant service user folder as: _**template type/service username/date.**_

Document validation
- Quality check and format all correspondence and documentation to external parties including social circumstance reports for Tribunals and Managers Hearings, letters, discharge/transfer summaries before sending to meet SWYPFT and Wakefield Council standards. This should include Spellcheck; Layout; Headers and Signatures etc.

**Sending and submitting correspondence and reports**
- All reports and correspondence should be sent by admin support following approval by the author after quality checking and formatting.
- Electronic signatures should be added to documents sent electronically.
- In respect of Social Circumstances Reports, the date submitted should be added to the MHA database.

**Printing**
- Support set up of PCs to print.
- Follow Print to be used for any documents containing sensitive or personal identifiable information.
- Check office printer is in good working order and report any faults.

**Team Meetings**
- There is a standing agenda for all team business meetings, request any additional items for the agenda prior to meetings.
- Prepare and circulate agenda and minutes from previous meeting.
- Provide a hard copy of agenda and previous minutes to the chair/team manager.
- Take minutes as required, following the agenda.

**Other meetings & events**
- Convene and schedule meetings including rearranging/cancelling as required.
- Book suitable venue/ room & refreshments.
- Set up IT