Administration Manager - Stabilisation Service

Service Descriptor

We aim to provide a 4 to 6 weeks residential service for individuals who are no longer managing their support within a community setting.

Our team of social care, nursing and medical staff will provide treatment and support to individuals who are deemed to be engaging in high risk drug and/or alcohol use with complex needs. Collaboratively working within a Recovery Orientated System of Care (ROSC) to address the individuals physical, mental, social and emotional needs. You will work as part of a multidisciplinary team delivering a range of interventions in 1:1 and groupwork settings to support, encourage and motivate individuals to assist them to gain some stability back in their life

JOB PURPOSE & CORE DETAILS- To:

1. Manage the provision of effective administration functions required by multiple services of a complex nature or a large residential service.
2. Provide effective line management support to a group of administration and auxiliary staff within the service(s)/department, including other people managers.
3. Work to the service and organisation’s aims and values and promote the citizenship of the people we support.
4. work to the company's values - Because People Matter
5. Undertake any other duties or responsibilities as may be deemed appropriate to the post by the Service/Department Manager (or nominated deputy).

MAIN DUTIES AND RESPONSIBILITIES

Provide effective administration support – To:

• Manage and oversee the effective provision of, and perform (where necessary) general reception duties:
• Manage and oversee the maintenance and retention of effective records of all service users and visitors to the service(s)/department as appropriate.
• Manage and oversee the opening and redirection of incoming and outgoing mail for the service(s)/department, and logging of mail.
• Manage and be responsible for producing letters, email correspondence, presentations, reports, photocopying, faxing and printing for the service(s)/department.

• Manage and oversee the maintenance of effective filing, archiving and retention systems.
• Manage and develop effective office and admin systems in support of functions within the service(s)/department.
• Manage and oversee the effective maintenance and ordering of office stationery supplies.
• Manage and be responsible for the financial transactions of the service(s)/department as required:
• Assist the Service/Department Manager with budget monitoring and management.
• Manage and oversee the effective processing of HR, recruitment and payroll information.
• Input data, collate statistics, and produce and analyse complex reports.
• Manage and oversee the effective provision of monthly submissions to Head Office e.g. absence returns, recruitment paperwork, service user data etc.
• Participate in in-service/departmental meetings, prepare paperwork and produce notes/minutes as required.
• Manage and oversee elements of communications within the service(s)/department.
• Assist with organising events e.g. stakeholder days, fundraising etc.
• Organise building maintenance.
• Monitor security equipment and instigate any action.
• Promote positive team working within the local and wider admin team.
• Participate in and contribute to the wider admin team.
• Participate in and contribute to organisational work and purpose on a national or strategic level.
• Be an active member of the data management group and/or the business efficiencies group or have involvement in other working group/s.
• Be responsible for carrying out specific tasks to deadline.
• Work with significant autonomy/independence as required.
• Be responsible for own practice and that of directly and indirectly managed staff.
• Maintain confidentiality at all times.

Interactions with other people – To:

• Liaise with service/department management team to ensure that all admin requirements are being met.
• Work effectively with the service/department management team.
• Contribute to presenting a welcoming and positive environment for staff and visitors alike.
• Act in accordance with direct instructions from the Service/Department Manager or other senior colleague.
• Provide on-the-job training.
• Assist with service user matters where appropriate.
• Immediately report any breaches of security to the Service/Department Manager on duty as appropriate.
• Liaise with landlords and contractors on behalf of service users and the Service Manager regarding repairs and routine maintenance of properties owned by Turning Point Scotland or premises occupied or attended by service users in the course of their supports where required.
• Be aware of health and safety and contribute fully to keeping the work environment, community, people who use services, and yourself safe.

Leadership – To:

• Line manage administration staff.
• Line manage auxiliary staff.
• Provide support and mentoring for other administration staff.
• Provide buddying or informal coaching to new staff.
• Continuously contribute to service/department development and improvement.
• Positively contribute towards Turning Point Scotland at a local and organisational level.
• Appropriately challenge oppressive or potentially abusive behaviours or practices and report any concerns quickly to senior colleagues.

RESOURCES MANAGEMENT – To:

• Be familiar and comply with Turning Point Scotland’s Finance policies and procedures.
• Comply with Turning Point Scotland’s Property and Equipment policies and procedures.
• Share information gathered during the course of work appropriately and as directed with other professionals within and outwith Turning Point Scotland in compliance with the Data Protection Act and regulatory authorities’ and other legal requirements.
• Maintain accurate and up-to-date time sheets which can be relied on by the Service/Department Manager for billing purposes and statistical reporting etc.
• Minimise expenses incurred by the Turning Point Scotland in the course of providing supports.

PROFESSIONAL PRACTICE – To:

• Participate purposefully in and take advantage of the opportunities for discussion afforded by Turning Point Scotland’s staff supervision and annual appraisal scheme.
• Be responsible for your own good practice and for the promotion of good practice among colleagues.
• Work to maintain effective working relationships with colleagues and create a positive atmosphere for service users which is free from conflict.
• Report concerns about practice or conduct issues to the Service/Department Manager (or nominated deputy).
• Attend all mandatory training in order to demonstrate continued fitness to practice safely.
• Attend training which has been identified by the Service/Department Manager (or nominated deputy) as being necessary to provide you with the necessary skills to undertake the duties and responsibilities of your post.
• Be responsible for your own continuous professional development and identify any perceived ‘gaps’ in your knowledge which require to be addressed through training, or other means to the Service/Department Manager (or nominated deputy).
• Assist with the on-the-job induction of new starts within the service, and demonstrate good practice at all times in this regard.
• Ensure that you can demonstrate your continued suitability to work in contact with vulnerable adults or children by completing an Application for an up-to-date Disclosure for the relevant disclosure scheme, on a 3-yearly basis or as required.
• Be familiar and comply with Turning Point Scotland’s Human Resources and Training policies and procedures.

HEALTH & SAFETY – To:

• Support the Service/Department Manager in the management of risk within the service/department (where required).
• Work to ensure a safe environment is maintained even for those with the most complex and challenging behaviour, in line with support plans and risk assessments (where required).