Administration Officer

Background and Service

Our dedicated team works closely with each person, using a holistic approach to restore mental, emotional, and physical well-being. We’re here to empower people to move forward on their journey toward a brighter future.

We believe that everyone deserves the opportunity to heal and build a fulfilling life. Our mission is to provide a safe, supportive, and compassionate environment where individuals can overcome addiction, trauma, and mental health challenges.

**CORE TASKS**:
Operational
- Administration & Maintenance of Client Records
- Perform receptionist duties for Kaleidoscope Project.
- Provide a switchboard service and take telephone messages.
- Manage all referrals for inpatient detox and rehab, ensuring accurate and timely data entry.
- Provide robust admissions planning, room allocations, and pre-admission checks.
- Provide the Non-Medical Prescriber or Doctor with referral information for review.
- Attend regular referral and admissions meetings with external services and Birchwood management.
- Deal with enquiries by telephone or in person and refer queries to other staff as appropriate.
- Ensure all electronic and manual filing systems are maintained in an accurate, logical, and user-friendly manner.
- Ensure that client data, admission information, and relevant spreadsheets are updated daily.
- Maintain all administration records in proper order, including client records, prescribing details, and supporting documents.
- Work with the Agency Finance Department to provide accurate, up-to-date information for invoicing purposes.
- Monitor, maintain, and record an efficient stationery stock control system, ensuring sufficient supplies at all times.
- Oversee and maintain an accurate petty cash system, ensuring all transactions are recorded and reconciled.
- Provide administrative support as directed by the Line Manager and assist in routine and ad-hoc tasks as required.
- Input data into new or existing systems and databases as needed, ensuring completeness and accuracy of all entries.

Occupancy & Reporting
- Monitor occupancy rates and prepare timely reports for the Registered Manager and relevant stakeholders.
- Support the accurate collection and presentation of occupancy data for internal reporting and service evaluation.

Information Technology
- Maintain accurate data within client and administrative systems, including Theseus and relevant spreadsheets.
- Enter and update client records in Theseus as directed by the Line Manager or their representative.
- Produce clear, accurate, and well-formatted reports using Excel, Word, and PowerPoint.
- Analyse data and trends to support service monitoring and reporting requirements.
- Ensure compliance with the Data Protection Act 1998 and maintain strict confidentiality in all data handling.

Customer Service
- Greet and support all internal and external clients with professionalism and empathy to ensure excellent customer service.
- Strive to meet and exceed the expectations of individuals accessing Birchwood services.
- Collaborate as part of the team to deliver a consistent and responsive administrative service.
- Address complaints or concerns in a timely, sensitive manner, escalating where appropriate.
- Uphold a professional and positive image of Kaleidoscope Project and Birchwood at all times.

Health & Safety

Under the Health & Safety at Work Act 1974, every employee must:

- Take reasonable care for their own safety and that of others.
- Promote Health & Safety regulations relevant to their area of work.
- Co-operate with Kaleidoscope Project to meet its legal health and safety duties.

Corporate
- Adhere to the policies and procedures of Kaleidoscope Project.
- Raise any concerns promptly with the Line Manager.
- Support good working relationships with colleagues and external partners.
- Promote the best interests of Kaleidoscope Project in all work and conduct.
- Maintain quality standards in line with agency expectations.
- Participate in training required to uphold high-quality service delivery.
- Undertake any other duties as reasonably directed by management.

Resources
- Maintain stocks of informational and operational material as needed for the role.
- Ensure secure handling of all cash, cheques, and other financial items.
- Take responsibility for the appropriate use and care of all Kaleidoscope Project property and systems.

**Job Types**: Part-time, Permanent

Pay: From £24,750.00 per year

**Benefits**:

- Additional leave
- Company events
- Company pension
- Cycle to work scheme
- Enhanced maternity leave
- Enhanced paternity leave
- Health & wellbeing programme
- Sick pay

Schedule:

- Monday to Friday

Work Location: In person