Service Support and Buildings Co-ordinator

4 weeks ago

Newport, United Kingdom Kaleidoscope Project Full time

**Location: Powells Place, Newport**

**Hours**: Full time, 35 hours per week. Weekend and evening work required, as needed

**Salary**: £19,055 - £21115 per annum, pro rata

**Contract**: Permanent, in line with funding

We have an exciting opportunity in our established substance use service (GDAS - Gwent Drug and Alcohol Service). If you have a passion to help others and be part of a vibrant team please apply

Our Service Support and Buildings Co-ordinator role is part of a job share role that will be front of house at our Newport base (Powells Place) offering a warm and helpful welcome to anyone that attends. The role will support the staffing teams working within the base and ensure that the building operates smoothly and remains health and safety compliant. The role will also offer support to our Information, Assistance and Advice team taking referrals and managing enquiries, will cover needle exchange and other administrative duties, and the day-to-day operations of a busy base.

The role suits someone with excellent interpersonal skills who takes pride in providing a quality customer service experience, and who enjoys working with individuals from all walks of life.

Kaleidoscope offers the following benefits:

- Annual Leave - 25 days rising to 32 over 6 years, plus 8 bank holidays (pro rata)
- Pension - 2.5%-3% Organisation Contribution to match employee 2.5%-3% contribution.
- Simply Health -access to a cash back health care plan plus a free counselling support available to all staff 24/7
- Cycle to work scheme

*Interviews expected to be held 22nd May*

**About GDAS**

The Gwent Drug and Alcohol service provides support to individuals and families affected by substance use across all 5 local authorities. As part of our service re-launch, we are recruiting for new roles across the service that align with the vision of the Gwent APB Substance Misuse Commissioning Team.

We are seeking empathic and dedicated individuals with experiences from a range of sectors to join us in establishing a new, innovative drug and alcohol treatment service. We welcome people with experience of working not just in substance misuse - but in housing, mental health, primary care, secondary care, youth services, probation and other sectors that have transferable skills. We welcome individuals with their own lived experience of drug and alcohol use and/or mental health and from those who have supported others with lived experience.

**Role Purpose**:

- Provide a quality experience for service users accessing GDAS buildings/services by offering responsive and welcoming assistance
- Support the smooth running of assigned base(s) by supporting logistics/operations and providing facility and office management duties.

**Main Duties & Responsibilities**:

- **Reception and First Point of Contact duties**:_
- Meet and greet service users attending GDAS buildings, providing a warm and welcoming environment.
- Ensure that telephone calls from outside agencies, service users and internal staff are dealt with promptly and courteously, transferring calls to appropriate personnel when necessary.
- Ensure reception duties are covered in periods of planned absence from the building.
- Deliver Needle Exchange and support in monitoring stock levels.
- Take prompt action in response to any drug alert bulletins that may be received from time to time.
- **Support in the operations and management of GDAS buildings and resources**_
- Under the guidance of the Team Leader/Service Manager ensure that any issues identified with the building are reported and managed appropriately.
- Monitoring and order office stationery and medical supplies.
- Carry out building health and safety checks and risk assessments.
- Conduct buildings inductions for new starters.
- Monitor and co-ordinate key-holder resources and responsibilities.
- Ensure that the building is kept in good order.
- Support the service manager in maintaining systems for invoices.
- Maintain petty cash systems.
- **General administrative / office duties**_
- Distribute incoming/outgoing mail as required.
- Attend and minute relevant meetings and forums as requested.
- Manage an effective filing and archiving system to ensure that all documents are kept in an orderly manner and undertake filing and archiving.
- Ensure that admin, record-keeping and communication within the project are maintained.
- Assist in the servicing and maintenance of office equipment (e.g. fax machine, photo-copier).
- Photocopying as required, collating, laminating and binding of report documents when necessary.
- Liaise with GDAS central team
- **Data recording and reporting**:_
- Participate in service audits or and data collection.
- Oversee data entry on case management systems by keeping the Service Manager and Data quality manager abreast of data issues.
- Preparation, collation and entry of statistical data.
- Preparation of data and/or creation of data reports as required.
- Update case notes regarding

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