Administration Manager - Glasgow 218 Service
JOB PURPOSE & CORE DETAILS- To:
- Manage the provision of effective administration functions required by multiple services of a complex nature or a large residential service.
- Provide effective line management support to a group of administration and auxiliary staff within the service(s)/department, including other people managers.
- Work to the service and organisation’s aims and values and promote the citizenship of the people we support.
- work to the company's values - Because People Matter
- 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:
- Manage and oversee the effective provision of, and perform (where necessary) general reception duties:
- Manage and oversee the maintenance and retention of effective records of all service users and visitors to the service(s)/department as appropriate.
- Manage and oversee the opening and redirection of incoming and outgoing mail for the service(s)/department, and logging of mail.
- Manage and be responsible for producing letters, email correspondence, presentations, reports, photocopying, faxing and printing for the service(s)/department.
- Manage and oversee the maintenance of effective filing, archiving and retention systems.
- Manage and develop effective office and admin systems in support of functions within the service(s)/department.
- Manage and oversee the effective maintenance and ordering of office stationery supplies.
- Manage and be responsible for the financial transactions of the service(s)/department as required:
- Assist the Service/Department Manager with budget monitoring and management.
- Manage and oversee the effective processing of HR, recruitment and payroll information.
- Input data, collate statistics, and produce and analyse complex reports.
- Manage and oversee 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 as required.
- Manage and oversee elements of communications within the service(s)/department.
- Assist with organising events e.g. stakeholder days, fundraising etc.
- Organise building maintenance.
- Monitor security equipment and instigate any action.
- Promote positive team working within the local and wider admin team.
- Participate in and contribute to the wider admin team.
- Participate in and contribute to organisational work and purpose on a national or strategic level.
- Be an active member of the data management group and/or the business efficiencies group or have involvement in other working group/s.
- 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 and indirectly 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 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 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 where required.
- 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 administration staff.
- Line manage auxiliary staff.
- Provide support and 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, 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).
The 218 Service provides an alternative to custody for women in the criminal justice system. We provide programmes of intensive support and group work to empower the women to address the root causes of their offending. With a view to support them to break the cycle of offending which results in the ‘revolving door’ syndrome of maintaining their involvement in the criminal justice system and prison service
The service offers a 12 bed Residential Unit and a Community Engagement service for women who still reside in the community. As many of the women who access our service have a wide range of mental and physical issues we have an integrated health team and psychologies therapy team to address these.
Education & Qualifications
- An SVQ4 in Business Administration or equivalent, or qualified by experience and committed to achieving the relevant qualification.
- Comprehensive experience of Office Administration management.
- Experience of supervising and/or line managing staff.
- Experience of financial administration, including 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 and knowledge
- Be computer literate with advanced working knowledge of Microsoft windows based programmes and other data management systems.
- Demonstrate ability to organise in order to establish and maintain effective office administration systems.
- Have comprehensive 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 manage and direct the work of others
- Ability to work independently and use initiative when required
- Ability to communicate verbally and in writing to a high standard.
- Ability to manage difficult situations and conversations with others
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.
- Comprehensive 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.
- Cross-functional administration experience, ie HR, recruitment, procurement, health and safety
- Second level line management experience (managing other managers)
- Experience of liaising with contractors, maintenance workers etc
- Budgetary experience
Skills and knowledge
- Strong knowledge of other types of IT system ie databases, HR information management, recruiting
Other requirements of the post
- Knowledge of GDPR or relevant regulations
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)
The annual leave entitlement will be (reduced pro rata for part time posts and will include a proportional entitlement to public holidays)
28 days per year, plus 8 public holidays and 2 local holidays.
Candidates who are successful in the first stage of the process will be invited to attend an information session on Tuesday 2nd July at our Head Office.
Those successful following the information session will be invited back to attend a 2nd more formal interview on Wednesday 17th July.