JOB PURPOSE & CORE DETAILS – To:
- Support the provision of effective administration functions required by the service/department and ensure accurate completion of tasks within timescales.
- 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:
- Perform general reception duties:
- Maintain and retain effective records of all service users and visitors to the service/department as appropriate.
- Be responsible for the opening and redirection of incoming and outgoing mail for the service/department, and logging of mail.
- Be responsible for producing letters, email correspondence, presentations, reports, photocopying, faxing and printing for the service/department.
- Maintain effective filing, archiving and retention systems.
- Devises admin systems in support of functions within the service/department as appropriate.
- Maintain and order office stationery supplies as required.
- Maintain effective office systems.
- Be responsible for the financial transactions of the service/department as required;
- Responsible for petty cash and submitting returns,
- Processing financial transactions on Pegasus, and
- Administration and processing of service user finances.
- Process HR, recruitment and payroll information.
- Input data, collate statistics, and produce and analyse basic reports.
- Be responsible for the 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.
- Assist with organising events e.g. stakeholder days, fundraising etc as required.
- Support with organising building maintenance as required.
- Support with the monitoring security equipment and instigate any action as appropriate.
- 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.
- Responsible for carrying out specific tasks to deadline.
- Work with significant autonomy/independence as required.
- 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.
- Assist with on-the-job training where appropriate.
- 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:
- Provide support and/or mentoring for other administration staff where appropriate.
- Provide buddying or informal coaching to new staff where appropriate.
- 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.
Because People Matter
Turning Point Scotland is a national social care charity providing services to people with addictions, learning disabilities, mental health issues, those in the criminal justice system and those who are homeless or at risk of becoming homeless.
Essential Skills & Experience
Education & Qualifications
- Qualified by experience and committed to achieving the relevant qualification
- Experience in general administration
- Experience of using a range of admin procedures and systems
Skills And Knowledge
- Computer literate with a working knowledge of Microsoft Windows based programs
- Word Processing skills
- Good level of literacy, accuracy and presentation in all type written and other written work
- Good written and verbal communication skills
- Good telephone manner
- Ability to work on own initiative as well as part of a team.
Other Requirements of the post
- Flexibility in carrying out any other duties that may be required by the organisation
- An understanding of confidentiality issues and data security
- Must be able to demonstrate a shared commitment to TPS values and principles
- Ability to communicate well with a wide range of people including people that use the service, visitors to the service and our employees
Desirable Skills & Experience
Education & Qualifications
- SVQ level 3 in business administration/HNC or equivalent qualification
- Experience in cash handling and reconciliation
- Experience of prioritising and diary management of a busy workload to ensure delivery to schedule
Skills And Knowledge
- Database input
- Minute Taking
- Ability to be first point of contact for queries and complaints raised by phone
Other Requirements of the post
- Ability to occasionally work outside normal office hours if required
- Ability to deal with challenging situations and problem solve
Turning Point Scotland operates a List of Approved Relief Workers who may be contacted by services when there is a need to engage additional workers in order to provide the required support to someone who uses our services. Relief Workers are primarily deployed to cover periods of leave, or sickness absence and to provide additional support during periods of peak activity.
When there is suitable work available within a service, a manager will contact Relief Workers offer them a shift/series of shifts. As a Relief Worker you will be well-placed to fit your work around your existing work or other commitments and you will be under no pressure or obligation to accept work from us if it does not suit you to do so. Once work is offered and accepted by you however, there is an expectation that you will make every effort to attend to undertake that shift. Your reliability in this regard is very important to our services and to the people we support who will be expecting you.
Relief Workers submit a Time Sheet to claim payment for the hours they have worked and are paid on a monthly basis. You will accrue some entitlement to paid holidays and you will be reimbursed for all reasonable expenses incurred in the course of your work for us.
You will be required to undertake a programme of basic training which is primarily designed to enable you to operate safely, but also to meet the organisation’s obligations to you in terms of health & safety legislation.
Your duties will be similar, but not limited to, the attached job description.
Relief Working at Turning Point Scotland will not normally be suitable for people who have full-time posts with other agencies.
*It is a requirement of this post that you undertake a PAD Application