Staffordshire Treatment and Recovery (STARS) provides a safe environment in which people can develop their life skills, and confidence to achieve and maintain recovery and abstinence from their substance misuse, successfully re-integrate into society, and become active, contributing citizens. This role is to provide a range of general administrative support to the T3 Stars Young Person’s drug and alcohol service, ensuring the service is able to operate efficiently and effectively on a day-to-day basis. Act as the first point of contact for visitors to the service and coordinate timely responses to enquiries made via telephone, email, text, and website. This is a 22.2 hour per week contract covering 3 days.
Main duties and responsibilities:
To work as part of a multi-disciplinary team in the effective running of T3 stars General Administrative duties To monitor service email accounts Monitor all referral processes such as; registering and responding to inward referrals, processing closures and preparing referrals for allocation Maintain electronic and manual appointment systems To ensure a high standard of accuracy for data entry, using a computerised recording systems and packages such as Excel, Access and other databases within the required deadlines Establish and maintain effective working relationships with colleagues and external agencies To lead on the coordination of room bookings, including preparation of meeting/training room and organisation of refreshments as requested To attend meetings and take minutes when required Understand audit requirements and the need to ensure information is collected and recorded in accordance with audit requirements Understand and be able to work to a quality assurance system Understand performance indicators within the agencies and assist with the collection and presenting of data, which provides evidence that performance indicators have been met To be responsible for good housekeeping, ensuring that equipment, stock levels and general stationery supplies are maintained at an adequate level Complete petty cash returns To undertake local premises inspection/audit To act as first point of contact to service users and other visitors To staff reception and field queries from service users, families and partner agencies To support the management team in relation to information required for reporting
Operate within the company policies in relation to Equal Opportunities, Health and Safety, Violence in the Workplace, Confidentiality, within Humankind’s Charter of Service Standards and Quality Assurance System Understand the need for adhering to confidentiality and professional boundaries at all times To assist the team in the coordination and development of events and specific projects To identify own development needs with your line manager and opportunities for meeting those development needs, including implementing and reviewing your personal development plan with your line manager Work flexibly across operational sites as required Work flexibly within an agreed number of hours of work to maintain the most appropriate level of service provision, including evenings and weekends Seek to improve personal performance, contribution, knowledge and skills Participate in appraisal, supervision and Learning & Development processes Ensure the implementation of all Humankind policies Contribute to maintaining safe systems of work and a safe environment
This job description is intended to provide a guide to the general duties and responsibilities of the post. It should not be regarded as a contractual document. It will be reviewed regularly and may be varied at the discretion of Humankind Person Specification - Essential criteria:
NVQ 2 in business administration (or equivalent) or demonstrable related experience Previous experience in a customer facing administrative role, ideally within a healthcare setting Excellent communication skills including the ability to engage empathically and professionally with clients, professionals and the wider public Administrative skills, including experience of working within electronic monitoring and recording systems Excellent coordination and organisational skills Ability to manage work activities to meet organisational objectives Good timekeeper, able to work autonomously and meet tight deadlines. Ability to collate and disseminate information Commitment to ongoing professional development Experience in cash handling, petty cash reconciliation and generic admin duties
Person Specification – Desirable criteria:
Knowledge of quality systems and audit requirements Candidates will be recruited within the advertised range, please did not automatically expect initial recruitment to be at the top end, as this will depend on experience and enables progression in role through the Humankind development process . Internal candidates at risk of redundancy will be prioritised for this vacancy therefore, we retain the right to withdraw the advert before the closing date. Please note that all communication regarding your application for this post will be sent to the email address you provide on your application form. We will contact shortlisted candidates by email to confirm the arrangements for interview. Please check your email inbox after the closing date for notification as you will not be notified by any other means. Please remember to check your junk folder. Due to the current restrictions as a result of the coronavirus pandemic, interviews will be via Microsoft Teams or Zoom.