General Administrator Role information pack

Transcription

1 General Administrator Role information pack At Swanswell, we believe in a society free from problem alcohol and drug use; that everyone deserves the chance to change and be happy. We re a market leading charity with an exciting programme of innovative new service developments and a team of committed people who are working hard to achieve our ambitions. People are our greatest asset, so we recruit those with the flexibility and creativity to transfer their skills from one area of expertise to another; people whose desire to change lives for the better can help us to make a real and lasting difference. 1

2 Role description The General Administrator is responsible for providing effective admin support to teams and colleagues across Swanswell, so the organisation can work well and do well. As part of an integrated admin team, you ll need to be a team player as well as being able to work on your own initiative. You ll need excellent communication skills as you ll be providing a welcoming and informative front of house and telephone service to all of our customers. The role will also include the generation of prescriptions so attention to detail is key, you ll also be supporting and coaching colleagues across our services with IT and administration queries. You ll need to have good writing and computing skills, and be able to work confidently with all Microsoft programs. You ll also need to have excellent communication skills and the ability to work to strict deadlines. We need someone who s organised and efficient to ensure the day to day workload is managed effectively. You ll also need to be flexible and creative, with the ability to transfer your skills from one area of expertise to another. The most important things you ll bring to this role are your positive attitude, enthusiasm, integrity and ability to use initiative as well as your belief in our ambition; to eliminate the problems of alcohol and drug use within a generation. Salary This is a full-time post with a salary of 14,454 gross per annum. Hours of work This post is for a 37 hour week. You ll need to be able to adapt to meet the needs of the organisation, and be able to work evening, weekend and bank holidays as required. Swanswell operates a flexible working system, so you ll be able to work flexible hours based on service needs. Annual leave Swanswell s holiday entitlement is 36 days per holiday year (28 days plus bank holidays and statutory public holidays). This will be a pro rata amount for part time and fixed term contract employees. Transport The role is based at our Birmingham office, but travel to our other offices based in Coventry, Rugby and Leicester and Rutland and to external agencies will be needed. A current driving licence and own transport would be an advantage. 2

3 Key activities and responsibilities Provide a welcoming and informative telephone and front of house service to all of our customers, across all Swanswell services. Support the production of prescriptions for our prescribed client base and liaise with workers and GP s to generate amendments. Manage your own workload efficiently. You ll need to be pro-active and have an eye for detail to ensure the service runs effectively at all times. Assist and liaise with our facilities company and suppliers to ensure we provide and maintain a suitable working environment for our workers. Ensure our workers have sufficient resources to carry out their duties. Be part of an efficient admin team, providing a range of support services for our workers on a day to day basis. Liaise with and provide admin support to Swanswell s management team. Ensure procedures are followed and suggest improvements so that our processes are effective and meet the needs of Swanswell s clients and staff. Provide effective administrative support for Swanswell s referral and allocation processes. Support and coach colleagues with admin and IT queries. Attend meetings and provide minutes accurately and in a timely manner. Qualified First Aider to provide First Aid assistance. Work with internal and external support agencies to maintain the company database; ensuring issues are resolved in a timely manner. Produce and analyse statistical data from appropriate databases. Covering other offices when required for annual leave or training. 3

4 Person specification Criteria When filling in an form for this role, please explain how you meet the criteria listed below. In your evidence of how you meet the criteria you could refer to experience in a similar role (or a related field), or relevant transferable skills that you have. Qualifications GCSE in Maths and English or equivalent Essential A Relevant NVQ 11 or ECDL or RSA11 or equivalent Desirable A First Aid qualification Desirable A Experience Working in a busy office environment Essential A/I Customer service / reception experience Essential A/I Working to and meeting deadlines Essential A/I Managing time and prioritising workload Essential A/I Supporting the production of prescriptions Desirable A/I Excellent IT skills and ability to use MS Office (Word, Excel, Outlook, Power Point) Essential A/I Knowledge Advanced knowledge of Microsoft Office products Essential A/I Knowledge of the generation of prescriptions Desirable A/I Broad understanding of contemporary addiction issues Desirable A/I 4

5 Skills A/I Communication (verbal, written and listening skills), with excellent spelling, grammar and the ability to produce errorfree Essential documents Using technology Essential A/I Telephone and reception skills Essential A/I Managing time and prioritising Essential A/I Planning and organising Essential A/I Attention to detail Essential A/I Able to be responsive and reactive Essential A/I Self motivation and management of own workload Essential A/I Working on own, using initiative, as well as being an enthusiastic team player Essential A/I Supporting others Essential A/I Problem solving and questioning Essential A Researching Essential A Monitoring and evaluating Essential A Flexible and creative Desirable A Presenting information Desirable A IT competencies Excellent IT skills and ability to use MS Office (Word, Excel, Outlook, Power Point) Essential A/I 5

6 How to apply To apply for this role, you can visit our website and apply online. Alternatively, you can contact us (details below) to receive an form in the post or by . Return your completed form to: Business Resources Swanswell Suite 5, Hilton House Corporation Street Rugby, Warwickshire CV21 2DN Or by to To speak to someone about this role, with your name, a contact phone number and which role you re interested in and we ll call you back. Alternatively, please call head office on