Work Based Knowledge

Job Description

Job Title: Administration Officer Salary Range/Grade: Grade M - Spinal Point 13-18 £16,491 - £17,419 rising to £18,070 per annum pro rata (salary based on a 37 hour working week)

Training Band 2 Hours: 18.5 hrs per week Work base: PASS Project (Police and Schools Spurgeons) Reporting To: Children’s Services Manager Responsible for: Delivery of good customer service Main Purpose of Job:

 To provide administrative support for all the support staff and Clinical Psychologist ( Children’s Services Manager)  To be the first point of contact for enquiries from professionals  To collate and input statistical information to enable monitoring and evaluation of the PASS Project  To provide a welcoming first point of contact for the Pass Project  To provide administrative support as set by the CP  To provide administration support to PASS project and work in a timely manner, following the KPI’s  To input statistical information to enable monitoring and evaluation of the project returns.  To provide administration support following financial procedures Performance Fundamentals: Spurgeons has identified three performance fundamentals applicable to all roles in the organisation:  Providing Excellent Services  Managing Self and Others  Managing Resources All job tasks and competencies are aligned with these performance fundamentals. Performance Indicators- meeting annual organisational targets:  Safeguarding incident reporting to timescale  Customer satisfaction is good  Delivery of service to contracted outputs and outcomes  100% Health and Safety Accident reporting  Compliance with organisation audits  Full compliance with Complaints policy  To adhere to Spurgeons vision and mission and to demonstrate Spurgeon’s core

1 of 4 values of compassion, inclusivity and hopefulness in performing the essential duties and responsibilities of your job.

Job Description PROVIDING EXCELLENT SERVICES 1. To confidently use office equipment within occupational and safety guidelines and ensure the office facility is a productive work environment for all using it. 2. To be the first point of contact with enquiries and be responsive and effectively communicate with service users, colleagues, professionals and other agencies face- to-face, via the telephone and through electronic message systems, to deliver a high standard of customer service. 3. To work within the ethos and procedures of Spurgeons which include safeguarding, confidentiality, anti-discriminatory practice, and Health and Safety, effectively building and managing case files as appropriate. 4. To use IT software including database and spreadsheets to support the Clinical Psychologist and the team in the production of the contract report and keeping records up to date. This includes operating within Spurgeons financial systems. 5. To work flexibly and deliver services across the Spurgeons as directed. 6. To maintain confidentiality of services and clients in a sensitive area of service provision.

MANAGING SELF AND OTHERS

7. To perform service administrative tasks including storing, retrieving and archiving information; administering HR records and recruitment and selection processes; managing the service diary; handling mail and mailouts; maintain and order stationary stock and service products. 8. To be an effective team member who is able to communicate appropriately and professionally with service users, colleagues and multi-agency partners, contributing to the running of the service and is able to respond to ongoing change within the service. 9. To be responsible for own performance, regularly identifying areas to improve own performance, attending regular supervision in line with policy, participating in appraisals and undertaking identified learning and development identified in Personal Development Plan.

MANAGING RESOURCES

10.To process invoices and manage the petty cash float in accordance with Spurgeons procedures, and submit the monthly cash book for sign off.

11.To plan, co-ordinate and support the organisation of service meetings and events. 12.To prepare text and compile appropriate documents from minutes taken in meetings and notes provided by staff using word processing and excel software. 13.To collate, organise, monitor and report data to contribute to contract requirements 14.To log and process referrals coming into the service. To create case files in accordance with Spurgeons case filing system and keep records of communications up to date. Person Specification

2 of 4 Attainment In order to be considered for this post you will have to Criteri s demonstrate that you already have: a Qualifications General education to GCSE standard preferably including E Maths and English Language NVQ 3 Business and Administration or equivalent D Evidence of recent and ongoing professional E development/training relevant to the post Experience Experience of working in an administration office and team E environment Experience of customer service/reception duties E Experience of collating and maintaining computerised E statistical and monitoring information Preparation for meetings and set up of room and catering E Working within secure, confidential and data protection E boundaries Work Based An understanding of safeguarding responsibilities and D Knowle procedures E dge Awareness of Health & Safety practice in an office E environment Some working knowledge of sourcing supplies and services, obtaining quotes, orders, purchasing, checking and invoice processing, handling petty cash Skills Excellent IT skills and ability to use Microsoft Office, Word, E Excel, Publisher, Power Point and Outlook Excellent interpersonal and communication skills – effective E with a range of people within the service setting Demonstrates an excellent customer service approach E Demonstrably accurate, methodical and organised in an E office environment Proficient time management skills E Skills in collating, sharing and interpreting data D Special Job This post has the following special circumstances: Circumstances Preferably a car driver and access to a car for work purposes D Regular travel within the designated service region E Flexible approach to hours due to possible travel and supporting the needs of colleagues and service users. This E may include occasional weekend and evening work

Note: If you have difficulty in meeting these conditions because of a disability or family circumstances, the Chair of panel will discuss it with you in order to consider reasonable adjustments to the job or working conditions.

3 of 4 Competencies (expected behaviours) Within the main performance fundamentals Spurgeons identified ten core competencies that describe expected behaviours for which staff are required to work within, at the level of their role. For each post there are job critical competencies that are key in ensuring the role is done effectively which are complemented by other core competencies.

Please refer to Spurgeons Competency Framework for detailed descriptions.

Competencies Level Job Critical Other Core Competenci Competenci es es PROVIDING EXCELLENT SERVICES Focusing on the Customer To meet customers’ (service users and colleagues) 2 X needs and aims to continuously improve the services they provide to make sure customers receive an excellent service. Safeguarding People To ensure that all service users are appropriately 2 X safeguarded and that all staff are kept safe whilst working; safeguarding being always recognised as of paramount importance. Delivering Outcomes To ensure agreed outcomes are delivered in the most 2 X efficient and timely way by embracing a creative and entrepreneurial approach. MANAGING SELF AND OTHERS Providing Direction Leading and providing direction to individuals, 2 X supporting and enabling them to make a positive contribution to the current purpose and future vision of the organisation. Working as a Team To work effectively with other people and use the 2 X diversity of the team to create a working environment which helps achieve the tasks. Developing Self and Others To behave ethically and professionally within your role, 2 X being aware of your own and other people’s strengths and weaknesses, and take steps to learn, develop and achieve high levels of performance in yourself and others. Embracing Change To embrace change effectively within services and 2 X departments through reflective, motivating and flexible leadership and team working. Communication To ensure the effective use of written and oral 2 X communication skills to convey information and ideas to individuals and teams within and outside the organisation and create opportunities for individuals to respond and provide feedback. MANAGING RESOURCES Making Evidence Based Decisions To identify and use various sources of evidence, 2 X making meaning of it to understand how relevant and valid it is, to enable effective decision making that improves performance and delivers outcomes.

4 of 4 Planning and Managing Resources To make sure the organisation delivers its key 2 X priorities, tasks and forecasts; effectively manage risks, relationships and use resources in efficient ways to deliver outcomes.

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