Admin Officer

JOB PURPOSE & CORE DETAILS- To:  

1. Ensure the provision of effective administration functions required by the service/department, and ensure accurate completion of tasks within timescales.
2. Line manage administration and auxiliary staff within the service/department as appropriate.
3. Work to the service/department’s and organisation’s aims and values and promote the citizenship of the people we support.
4. Work in accordance with the organisation’s aim of Because People Matter
5. Undertake any other duties or responsibilities as may be deemed appropriate to the post by the Service/Department Manager (or nominated deputy).
   

MAIN DUTIES AND RESPONSIBILITIES 

Provide effective administration support – To: 

• Oversee the effective provision of, and perform (where necessary) general reception duties:
• Ensure the maintenance and retention of effective records of all service users and visitors to the Service/department as appropriate.
• Oversee and be responsible for the opening and redirection of incoming and outgoing mail for the service/department, and logging of mail.
• Oversee and be responsible for producing letters, email correspondence, presentations, reports, photocopying, faxing and printing for the service/department.
• Oversee and be responsible for the maintenance of effective filing, archiving and retention systems.
• Devise and oversee office and admin systems in support of functions within the service/department as appropriate.
• Ensure the effective maintenance and ordering of office stationery supplies.
• Oversee and be responsible for the financial transactions of the service/department as appropriate;
• Assist the Service/Department Manager with budget monitoring and management where      required.
• Ensure the effective processing of HR, recruitment and payroll information.
• Input data, collate statistics, and produce and analyse reports.
• Be responsible for the effective provision of monthly submissions to Head Office e.g. absence returns, recruitment paperwork, service user data etc.
• Participate in in-service/departmental meetings, prepare paperwork and produce notes/minutes.
• Co-ordinate elements of communications within the service/department.
• Assist with organising events e.g. stakeholder days, fundraising etc.
• Be responsible for organising building maintenance where required.
• Monitor security equipment and instigate any action where required.
• Be responsible for promoting positive team working within the wider admin team.
• Participate in and contribute to the wider Administration Team as required.
• Participate in and contribute to organisational work and purpose on a national or strategic level as required.
• Be responsible for carrying out specific tasks to deadline.
• Work with significant autonomy/independence as required.
• Be responsible for own practice and that of directly managed staff.
• Maintain confidentiality at all times. 

Interactions with other people – To: 

• Liaise with service/department management team to ensure that all admin requirements are being met.
• Work effectively with the service/department management team.
• Contribute to  presenting a welcoming and positive environment for staff and visitors alike.
• Act in accordance with direct instructions from the Service/Department Manager or other senior colleague.
• Provide and assist with on-the-job training.
• Assist with service user matters where appropriate.
• Immediately report any breaches of security to the Service/Department Manager on duty as appropriate.
• Liaise with landlords and contractors on behalf of service users and the Service/Department Manager regarding repairs and routine maintenance of properties owned by Turning Point Scotland or premises occupied or attended by service users in the course of their supports.
• Be aware of health and safety and contribute fully to keeping the work environment, community, people who use services, and yourself safe. 

Leadership – To:  

• Line manage more junior administration staff where required.
• Line manage auxiliary staff where required.
• Provide support and/or mentoring for other administration staff
• Provide buddying or informal coaching to new staff.
• Continuously contribute to service/department development and improvement.
• Positively contribute towards Turning Point Scotland at a local and organisational level.
• Appropriately challenge oppressive or potentially abusive behaviours or practices and report any concerns quickly to senior colleagues.

RESOURCES MANAGEMENT – To:

• Be familiar and comply with Turning Point Scotland’s Finance policies and procedures.
• Comply with Turning Point Scotland’s Property and Equipment policies and procedures.
• Share information gathered during the course of work appropriately and as directed with other professionals within and outwith Turning Point Scotland in compliance with the Data Protection Act and regulatory authorities’ and other legal requirements.
• Maintain accurate and up-to-date time sheets which can be relied on by the Service/Department Manager for billing purposes and statistical reporting etc.
• Minimise expenses incurred by the Turning Point Scotland in the course of providing supports.

PROFESSIONAL PRACTICE – To:

• Participate purposefully in and take advantage of the opportunities for discussion afforded by Turning Point Scotland’s staff supervision and annual      appraisal scheme.
• Be responsible for your own good practice and for the promotion of good practice among colleagues.
• Work to maintain effective working relationships with colleagues and create a positive atmosphere for service users which is free from conflict.
• Report concerns about practice or conduct issues to the Service/Department Manager (or nominated deputy).
• Attend all mandatory training in order to demonstrate continued fitness to practice safely.
• Attend training which has been identified by the Service/Department Manager (or nominated deputy) as being necessary to provide you with the necessary skills to undertake the duties and responsibilities of your post.
• Be responsible for your own continuous professional development and identify any perceived ‘gaps’ in your knowledge which require to be addressed through training, or other means to the Service/Department Manager (or nominated deputy).
• Assist with the on-the-job induction of new starts within the service/department, and demonstrate good practice at all times in this regard.
• Ensure that you can demonstrate your continued suitability to work in contact with vulnerable adults or children by completing an Application for an up-to-date Disclosure for the relevant disclosure scheme, on a 3-yearly basis or as required.
• Be familiar and comply with Turning Point Scotland’s Human Resources and Training policies and procedures.

HEALTH &SAFETY – To:

• Support the Service/Department Manager in the management of risk within the service/department (where required).
• Work to ensure a safe environment is maintained even for those with the most complex and challenging behaviour, in line with support plans and risk assessments (where required).

WE ARE EXCITED TO ANNOUNCE OUR BRAND NEW SERVICE IN SOUTH LANARKSHIRE

TURNING POINT SCOTLAND

SOUTH LANAKRSHIRE ALCOHOL & OTHER DRUGS REACHOUT SERVICE

The new South Lanarkshire Alcohol & Other Drugs REACHOUT Service will work within the Alcohol & Drug Partnership to establish a service focussing on supporting people over the age of 16 with problematic alcohol & drug use through an Assertive Outreach and Intensive Case Management model.

The service model will focus on three key groups:

• Individuals who do not engage at any level;
• Individuals who sporadically engage therefore proving difficult to achieve desired outcomes, and
• Individuals who partially engage where the focus is purely on medical treatment

We are committed to helping individuals begin their journey to recovery whilst utilising harm reduction approaches. Safety will be at the forefront of care delivery and we will make efforts to include families and communities in the continued growth and development of the service model to assist in reducing stigma, increase engagement and retention of individuals within the service/treatment/pathway which works best for them.

The service will operate flexibly & creatively across the whole of South Lanarkshire and will work in partnership with existing services such as CARes teams and The Beacons etc. The service will operate 7 days a week including evenings and public holidays.

Education & Qualifications

• SVQ Level 3 in Business Administration/HNC or equivalent qualification, or qualifed by experience and committed to achieving the relevant qualification.

Experience

• Considerable experience of overseeing office administration functions.
• Experience of financial administration, including basic book keeping, income and expenditure, budget management, accounts, reconciliation, and cash handling.
• Experience of prioritising and diary management of a busy workload to ensure delivery to schedule.

Skills & Knowledge

• Be computer literate with strong working knowledge of Microsoft windows based programmes.
• Ability to take minutes and manage meetings.
• Demonstrate ability to organise in order to establish and maintain effective office administration systems.
• Have proficient word processing skills.
• Have ability to keep up to date in new technology as part of self-development.
• Ability to plan and manage own work and meet deadlines.
• Ability to work independently and use initiative when required.
• Ability to communicate well verbally and in writing.

Other requirements of the post.

• Commitment to Equal Opportunities.
• Must be able to demonstrate a shared commitment to TPS values and principles.
• Willingness to work out with normal hours.
• An understanding of confidentiality issues.
• Must be willing to travel to meetings where required.
• Flexibility in carrying out any other duties that may be required by the organisation.

Experience

• Experience of supervising staff.
• Cross-functon administration experience, i.e. HR, recruitment, procurement, health & safety.

Skills & Knowledge

• Knowledge of other types of IT system i.e. databases, HR information management, recruiting.
• Ability to manage and direct the work of others.

There are a significant number of benefits to working for Turning Point Scotland including excellent terms and conditions of service, including access to range of high quality vocational and skills training, a range of family-friendly policies to help balance work-life, participation in a number of environmentally friendly initiatives , active promotion of healthy living in the workplace and not least the provision of a working environment where opinions and ideas are valued and arrangements are in place to ensure that there is a high level of staff representation and that people are encouraged to makes their views heard and to participate in team meetings etc.

The main terms and conditions of the service include the following:

The salary scale for the post will be (reduced pro rata for part time posts, the full time equivalent is a 37 working hour week)

• £20,599
• £21,168
• £21,705
• £22,316
• £23,030
• £23,732
• £24,489

The annual leave entitlement will be (reduced pro rata for part time posts and will include a proportional entitlement to public holidays)

25 days per year, plus 8 public holidays and 2 local holidays.