J O B S P E C I F I C A T I O N

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1 J O B S P E C I F I C A T I O N DIRECTORATE: PEOPLE DIVISION/SECTION/UNIT: UNIT MANAGER: POST TITLE: JOB FAMILY & ROLE PROFILE: Child & Family Services Regional Adoption Manager Western Bay Business, Performance and Marketing Manager OS45S POST NO: PE GRADE Grade 9 SUMMARY OF ROLE REPORTING TO: Regional Adoption Manager PURPOSE OF THE POST: To create and manage the delivery of a flexible and responsive management support service. To develop a successful and innovative communication and marketing campaign. Organise and supervise administrative systems within the Business Unit. Contribute to the planning, development and performance monitoring of the Adoption service THE POST HOLDER IS RESPONSIBLE FOR THE FOLLOWING: Business Management To take a lead role in planning, development, design, organisation and monitoring of support systems/procedures/policies to bring about continuous service improvement and efficiencies. To manage support staff. To liaise between managers/staff and support staff. To consult users of service as to their needs and preferences and to take these into account when planning service delivery. Hold regular team meetings with managed staff

2 Undertake induction/appraisal/training/mentoring for other staff To ensure staffing and other resources are deployed flexibly to meet identified workloads and priorities whilst respecting employees own preferences and facilitating employees learning and development. Work with records management office in ensuring the record management framework is implemented. To determine the priorities and objectives for clerical and administrative staff. Produce, and respond to, complex correspondence. Provide organisational and complex advisory personal support to other staff. Provide organisational and advisory support to meetings including attending, facilitating and recording the meeting. Manage complex administrative procedures. Manage the administration of IT systems. Be responsible for the selection and management of resources, including management of a budget and regular audit of resources. Take a lead role in the recruitment of support staff and in managing associated employment procedures. Provide advice and guidance to staff and others on complex issues. Undertake research and obtain information to inform decisions. Manage facilities including premises. Manage financial administration procedures, liaising with the Finance Comply with and assist with the development of Western Bay policies and procedures including those relating to Adoption, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person. Be aware of and support difference and ensure equal opportunities for all. Contribute to the overall ethos/work/aims of Western Bay. To adopt a flexible approach to service provision. Develop constructive relationships and communicate with other agencies/professionals. Share expertise and skills with others.

3 Participate in training and other learning activities and performance development as required. Recognise own strengths and areas of expertise and use these to advise and support others. Any other duties commensurate with the grade. Performance Take lead role in the development and maintenance of record/information systems. Provide detailed analysis and evaluation of data/and produce detailed reports/information as required. Be responsible for completion and submission of complex forms, returns etc., including those to outside agencies e.g. WAG. Marketing Create, guide and develop the marketing strategy for the Western Bay Adoption Service. To commission and monitor specific integrated acquisition and retention marketing campaigns and activities as and when appropriate. Devise and implement marcomms activity including campaigns, publicity and information material, Internet and intranet applications, general information material, and presentations, or specialist material (e.g. for road shows/presentations, information evenings etc.) to support strategy. Develop the projects e-communications - maintain, monitor and develop the website Provide expert knowledge to members of the service and of the three local authority, directors, corporate board and cabinet. To organise and lead on all PR opportunities in line with local authority press offices. Take full responsibility for customer service, handling enquiries on a daily basis and allocating referrals to the Western Bay Adoption Service accordingly. 8. Manage a Customer Relationship Management Database. Maintain and update customer records utilising the information for marketing campaigns. 9. Facilitate Negotiations on behalf of the Western Bay Adoption Service with suppliers to achieve the successful implementation of marketing campaigns.

4 10. Responsibility for the performance management for the service including of all marketing and communications activity. 11. Challenge existing activity and service delivery standards to strive for continuous improvement. 12. Manage activity across the marketing mix in a robust and creative manner, which maximises value for money and exploits all available communication channels. 13. Budget management operating within the council s financial regulations, with approved purchasing procedures for all projects and campaigns, which fall under the post-holders lead. 14. Ensure all marketing and communications functions and activities comply with and respond accurately to relevant legislation and Council policy and procedure, e.g. Adoption and Children Act 2002, Adoption Support Regulations 2005, Data Protection, Health & Safety etc. 15. Have regard for your own, colleagues and visitors health and safety when organising events, ensuring a safe and healthy working environment. 16. Manage a sustained, proactive approach and handling of sensitive issues, which preserve and build on the reputation of the Western Bay service and the three local authorities. JOB WORKING CIRCUMSTANCES The postholder will be expected to: HEALTH & SAFETY RESPONSIBILITIES a. To undertake the Health and Safety responsibilities within the HASAWA b. Employees have a duty of care; 1. to take reasonable care for the health and safety of both themselves whilst at work and of other persons who may be affected by their acts or omissions (by what they do or do not do). 2. to co-operate with the employer so as to enable the duty imposed on them to be performed or complied with. 3. not to interfere with, or misuse, anything provided for their health, safety or welfare.

5 P E R S O N S P E C I F I C A T I O N ROLE CRITERIA NO.1 EDUCATION, QUALIFICATIONS & TRAINING Educated to degree standard or equivalent relevant to activities of the post (NVQ, Certificate in Marketing, Diploma) All certificates to be provided at interview for validation. ROLE CRITERIA NO.2 SKILLS /TECHNICAL / PROFESSIONAL COMPETENCE Experience with IT systems and a willingness to develop and work with IT daily. Familiarity with windows based software packages. Familiarity with relevant IT systems e.g. Oracle, Paris ROLE CRITERIA NO.3 Valid certification and/or registration/cpd EXPERIENCE Experience in a business support, marketing, media or communication environment which should include a large of public sector organisation. Experience of dealing with public via telephone and internet. Experience of working within a multi-cultural communities Experience of contributing to the development, implementation and review of specific projects in relation to marketing. Knowledge of Adoption Legislation and it s application within the service. At interview, then in post ROLE CRITERIA NO.4 COMPETENCIES & ABILITIES Able to coordinate the Business needs of the service. Able to promote effective marketing strategies to meet the targets of the Adoption in the Western Bay. Able to demonstrate knowledge and use of a range of information technology software, media and project

6 solutions. Able to prioritise own workload. Ability to communicate effectively, using a variety of media including ICT, written reports and orally. Able to demonstrate a clear understanding of customer care. Able to develop and promote the public image of adoption in the Western Bay and ensure high public visibility. Personal integrity of a high order (this post is exempt from the Rehabilitation of Offenders Act). Must have an understanding and a commitment to the principle of confidentiality. Must be capable of working as part of a team. To demonstrate an understanding of adoption issues. Directly manage the work of others. Demonstrate strong project management skills. Target, build and maintain relationships for business purposes. Take overall responsibility and give clear direction to teams or projects. Communicate confidently in a wide range of situations. Identify the resources and time requirements to deliver operational objectives. Assimilate large amounts of data and draw conclusions. Amend existing procedures and approaches. Resolve difficult situations and complex problems. Provide detailed explanations and advice to others. Demonstrate strong influencing skills. Be tactful and diplomatic in sensitive situations. Coach, mentor and motivate others. To undertake specific activities which require specific skills in the area of: (Technical) Planning Organising, Coordinating and Recording (Consultancy) Diagnosis, problem solving, analysing, evaluating.

7 Demonstrate a willingness to take advantage of training and developing one s own knowledge and practice. Ability to work as a member of a multi-disciplinary team. Willingness to work flexible hours i.e. evening and weekends as required Post holder must be able to make efficient and effective travel arrangements. Familiarity with IT software packages e.g. Microsoft Office, Adobe, Visio At interview, then in post ROLE CRITERIA NO.5 COMMITMENT TO EQUAL OPPORTUNITIES Candidates will demonstrate that all activities are undertaken in accordance with the Equalities Act 2010 and the City and County of Swansea s Equal Opportunities Policy and Procedures. At interview, then in post ROLE CRITERIA NO.6 CURRENT DRIVING LICENCE To be produced at interview and on request. ROLE CRITERIA NO.7 OTHER REQUIREMENT (1) Should the post holder have a disability and/or be unable to drive, then they may seek alternative means of transport/assistance, which must be an effective and cost effective method of travelling Use of own car or access to a vehicle. the post holder is appropriately insured for business purposes to be provided annually ROLE CRITERIA NO.8 OTHER REQUIREMENT (2) At interview, then in post HEALTH SURVEILLANCE & MONITORING: SAFEGUARDING: This post will require the post holder to take part in Health Surveillance and Monitoring procedures. The Authority is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

8 DISCLOSURE & BARRING SERVICE (DBS): REVIEW/ RIGHT TO VARY: LINE MANAGER: POST HOLDER: THIS POST REQUIRES THE POSTHOLDER TO HAVE THE LEVEL OF DBS DISCLOSURE AS INDICATED BELOW: Standard DBS Disclosure Application x Enhanced DBS Disclosure Application No DBS Disclosure Application This Person Specification is as currently applies and will be reviewed regularly according to the Employee Performance Management Review Policy and the Performance Development Review and Appraisal process. The Job and Person Specification may be subject to other Variance within the remit of the Role Profile. SIGN OFF DATE: DATE:

9 DISCLOSURE AND BARRING SERVICE (DBS) DISCLOSURE CHECKS The Disclosure and Barring Service (DBS) has been introduced as a result of Part V of the Police Act, 1997 and will replace the current system of police checking (see attached notes). It should be noted that this post requires a Standard/Enhanced level of disclosure. Further information about the Disclosure Scheme is available at or by contacting the Employee Vetting Team at the Guildhall, Swansea SA1 4PE. This service enables organisations in the public, private and voluntary sectors to make safer recruitment decisions by identifying candidates who may be unsuitable for certain work, especially that involve children or vulnerable adults. The DBS was established under Part V of the Police Act 1997 and was launched in March The DBS can issue 5 levels of Disclosure Certificates, depending on the position applied for, namely Standard, Enhanced, Enhanced with ISA check (children), Enhanced with ISA check (adults) and Enhanced with ISA check (children and adults) Prospective applicants should be aware that before any offer of appointment is confirmed the successful candidate will be required to complete an application for the appropriate level of disclosure; the Authority will provide the relevant DBS Application Forms. Proof of the successful candidate s identity will also be required in the form of the following: Passport, Driving Licence, Birth Certificate and Utility Bills. The Authority actively promotes equality of opportunity for all existing employees and prospective applicants. Candidates are selected on the basis of skill, qualifications and experience, and their match against the Person Specification. A criminal record will not necessarily bar applicants from working with the Authority. It will depend on the nature of the position and the circumstances and background of the offence. The Authority has a written Policy on the Recruitment of Ex-offenders, which complies with the DBS Code of Practice, and undertakes to treat all applicants fairly. The DBS s Code of Practice; the Authority s Policy on the Security of Confidential Disclosure information and; information on the Rehabilitation of Offenders Act 1974 is available from the Employee Vetting Team, Room 214, The Guildhall, SWANSEA SA1 4PE; Telephone Further information about the DBS can also be found at