Job Description

The post-holder will provide front of house role and administrative support to GDAS’s Community Service. You will be an integral member of a team of substance misuse practitioners based across Gwent. The post-holder will carry out a range of administrative duties that include diary management, building management, petty cash management, ordering of supplies, invoicing, telephone and reception duties, health and safety management, and data input to ensure that service users consistently receive high quality services.

The Community Administrator will be required to record data and information on various systems in order that the service operates within contractual, administrative and financial requirements. There is an expectation that the post-holder will provide a degree of flexibility and contribute to the wider strategic aims and on-going development of the Service. The post holder will need to be dedicated to quality, have strong numeric and IT skills and able to work to tight deadlines in a busy changeable environment. The post holder will be adept in managing their time effectively, will be able to priorities their work and will have exceptional organizational skills. They will work closely and in partnership with the other elements of GDAS.

The post holder should enjoy contact with people. They will have excellent communication skills, be able to work closely with other multi-disciplinary agencies and flexibly and efficiently within a team, to ensure services are delivered equitably and at times to suit the service user.

The post holder will have a non-judgmental approach to people who have substance misuse problems and be able to provide a welcoming and accessible service to existing and potential service users.

All GDAS workers will be required to work evenings and weekends where required.

Key Duties and Responsibilities:

The Community Service Administrator will:

1. Reception and First Point of Contact duties:

i. Meet and greet service users attending GDAS buildings, providing a warm and welcoming environment.

ii. Assist in the handling and processing of all enquiries and referrals via the Single Point of Contact phone line and email address. This includes taking referrals, completing and processing referral paperwork, and booking service users into Initial Assessment appointments as required.

iii. Ensure that telephone calls from outside agencies, service users and internal staff are dealt with promptly and courteously, transferring calls to appropriate personnel when necessary.

iv. Ensure reception duties are covered in periods of planned absence from the building.

v. Take prompt action in response to any drug alert bulletins that may be received from time to time.

2. Support in the operations and management of GDAS buildings and resources:

i. Under the guidance of the team/service manager ensure that any issues identified with the building are reported and managed appropriately.

ii. Monitoring and order office stationery and medical supplies.

iii. Carry out building health and safety checks and risk assessments.

iv. Conduct buildings inductions for new starters.

v. Monitor and co-ordinate key-holder resources and responsibilities.

vi. Ensure that the building is kept in good order for all events.

vii. Support the service manager in maintaining systems for invoices.

viii. Maintain petty cash systems.

3. General administrative / office duties:

i. Distribute incoming/outgoing mail as required.

ii. Attend and minute relevant meetings and forums as requested.

iii. Manage an effective filing and archiving system to ensure that all documents are kept in an orderly manner and undertake filing and archiving.

iv. Ensure that admin, record-keeping and communication within the project are maintained.

v. Assist in the servicing and maintenance of office equipment (e.g. fax machine, photo-copier).

vi. Photocopying as required, collating, laminating and binding of report documents when necessary.

vii. Liaise with GDAS central team

4. Data recording and reporting:

i. Participate in service audits or and data collection.

ii. Oversee data entry on case management systems by keeping the Service Manager and Data quality manager abreast of data issues.

iii. Preparation, collation and entry of statistical data.

iv. Preparation of data and/or creation of data reports as required.

v. Update case notes regarding appointments and messages.

5. Support for the Staff Teams:

i. Book appointments for the community service team.

ii. Be responsible for appointment letters for the community service team.

iii. Support the community service team preparing new files.

iv. Support the community service team in managing their diaries.

v. Co-ordinate room bookings for training and meetings as required.

6. Any other duties or tasks relevant to the post.

Benefits:

• Additional leave
• Bike to work scheme
• Company events
• Company pension
• Sick pay
• Wellness programmes

Schedule:

• Monday to Friday

Work remotely:

• YES_OCCASIONALLY

COVID-19 Precaution(s):

• Remote interview process
• Personal protective equipment provided or required
• Social distancing guidelines in place
• Virtual meetings
• sanitization, disinfection or cleaning procedures in place

Required Knowledge, Skills, and Abilities