Service Administrator

2 months ago

Llandrindod Wells, United Kingdom Adferiad Recovery Full time

Job summary

To lead onadministrative and database duties that support the Powys Positive Attachmentservice, supporting the service Manager and providing a first point of contactfor the team.

Main duties of the job

To bethe main point of contact for service users in between their contact with thePowys Positive Attachment Service.

Tocommunicate with service users re: appointments, cancellations, rearrangementsetc.

To bepart of a centralised telephone referral and appointments service for ourtherapeutic services.

Toestablish a good rapport over the phone, give a good positive first impressionof the services and be empathic yet efficient in gathering information, andwhere appropriate signpost to other services either internally or externallyand how to access them.

To takereferrals from and in respect of service users.

Toliaise between therapeutic staff and service users to allow an efficient uptakeof available appointments.

Toliaise with and support any other agency who works in conjunction with Adferiadin ensuring that appropriate data and evidence is available to satisfymonitoring requirements.

Toliaise with and support the Adferiad data Team in ensuring that appropriatedata and evidence is available to satisfy monitoring requirements.

Toensure that all service users paperwork is collated, prepared, and given to therelevant workers prior to their clinics.

Ensuringthat daily clinics are resulted and actioned for each of the staff andidentifying new service users as and when directed, ensuring that staff haveregular full clinics.

About us

Adferiad Recovery delivers a flexible and coordinatedresponse to the exceptional circumstances faced by people with co-occurringmental health and substance use conditions and related issues. Vulnerablepeople facing complex life challenges need consistent and seamless support toensure they remain engaged with vital health and wellbeing services and toprevent them becoming disenfranchised and isolated.

Adferiad Recovery harnesses the talents and experience oflong-established and leading Welsh charities CAIS, Hafal and WCADA. Ourcombined expertise in the fields of substance use, mental health, housing,criminal justice, and employment support enables Adferiad Recovery to meet theneeds of our most vulnerable with a single, unified, and comprehensiveapproach.

Job description

Job responsibilities

Hours: hours per week

Salary: £23, per annum (pro rata)

Holidays: 25 days per year plus 8public holidays (pro rata)

Period of Notice: 1 week during probation; 4 weeks thereafter

Probationary Period: 6 months

Based at: Powys Exact location to beagreed

Responsible to: Service Manager

Job Purpose:

To lead onadministrative and database duties that support the Powys Positive Attachmentservice, supporting the service Manager and providing a first point of contactfor the team.

Main Duties andResponsibilities:

Service UserWork:

To bethe main point of contact for service users in between their contact with thePowys Positive Attachment Service.

Tocommunicate with service users re: appointments, cancellations, rearrangementsetc.

To bepart of a centralised telephone referral and appointments service for ourtherapeutic services.

Toestablish a good rapport over the phone, give a good positive first impressionof the services and be empathic yet efficient in gathering information, andwhere appropriate signpost to other services either internally or externallyand how to access them.

To takereferrals from and in respect of service users.

Adhereto Adferiadss confidentiality policy.

Administration:

Toliaise between therapeutic staff and service users to allow an efficient uptakeof available appointments.

Toliaise with and support any other agency who works in conjunction with Adferiadin ensuring that appropriate data and evidence is available to satisfymonitoring requirements.

Toliaise with and support the Adferiad data Team in ensuring that appropriatedata and evidence is available to satisfy monitoring requirements.

Toensure that all service users paperwork is collated, prepared, and given to therelevant workers prior to their clinics.

Ensuringthat daily clinics are resulted and actioned for each of the staff andidentifying new service users as and when directed, ensuring that staff haveregular full clinics.

Supportstaff in coordinating group activities & training.

To beresponsible for the collation, co-ordination, safe-keeping and archiving ofindividual service user records

Toco-ordinate other records, proforma and information as directed by the Manager.

Inputonto, amend and check Adferiad service user/project databases.

Inputonto, amend, and check any other database as required.

Attendmeetings, as directed by the Manager.

Supportthe Manager in the running of the building.

Co-ordinateand take room bookings for the building.

Contributeto client administrative services team functions as required.

Visitormonitoring, postages, and photocopying.

Professional:

Toparticipate in the Adferiad continuous learning, development, and appraisalprocess.

Tomaintain professional accreditation as appropriate to role.

Toattend training provided, organised, or arranged by Adferiad.

Tooperate within and observe Adferiad policies and procedures as amended andupdated.

Participatein the development, evaluation, and amendment of the practice and protocols ofAdferiad.

Person Specification

Knowledge

Essential

Working knowledge and experience of Microsoft Packages particularly Word and Excel. Knowledge of administration, procedures, and accurate recording of information.

Experience

Essential

Experience of working within a busy administrative and/or support team. Experience with carrying out a range of varied duties.

Desirable

Experience of administration for a team of staff.

Skills

Essential

Excellent written and oral communication skills including report writing. Organisational skills.

Desirable

Welsh Language.

Qualifications

Essential

GCSE level Maths and English (or equivalent). NVQ Level 2 in Business Administration and/or relevant professional.

Desirable

Administration based qualifications, NVQ Level 3 or above, or similar.

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