CARER SUPPORT WILTSHIRE. Job Description. Reaching Communities Team Leader. Wiltshire, based at Semington Carers Centre

Transcription

1 CARER SUPPORT WILTSHIRE Job Description Job Title Accountable to Responsible for Geographical Area Hours of Work Office Manager Reaching Communities Team Leader Business Administration Apprentice, Administrators, Carer Emergency Card Administrator, Bank Administration and Volunteers Wiltshire, based at Semington Carers Centre 37 hours per week Monday to Friday plus occasional weekend/evening Grade Allied to NJC SCP ,174 to 25,951 Purpose of the Post To manage the day to day operation of Carer Support Wiltshire offices, data administration, facilities management, health and safety and quality assurance Key Duties and Responsibilities Line management of staff Maintain a skilled, flexible administration team meeting the requirements of the whole organisation Recruitment of staff, apprentices and volunteers engaging proactively with internal and external partners as required (such as the Bath, Swindon and Wiltshire STP - Apprenticeship Programme, CSW Pathways to Work) Provide line management and leadership to the administration team, including regular supervision and performance management, provision of coaching and on the job training, annual appraisals Liaison with colleagues as necessary to ensure apprentices develop according to the requirements of the apprenticeship agreement Management, support and development of volunteers Page 1 of 6

2 Reception and day to day office functions Ensure there is cover to answer the telephones, handle incoming and outgoing post, and greet office visitors throughout opening hours, assisting on this as required Ensure the lone working processes are followed, including handover to managers at the end of each working day Stock control and ordering of consumable resources Ensure actions set to the administrative team are undertaken in a timely fashion Ensure proficient administration of carer emergency card applications, liaising with external stakeholder as required Manage providers of events and activities including booking processes, joining instructions are sent out and administration is complete following each event, liaising with colleagues and volunteers as necessary Database administration In collaboration with relevant team managers, maintain and develop the structure of the database and associated working practices to ensure reporting and case management are enabled Oversee the quality of data, including ensuring that there is regular internal auditing of data, corrections to data and proactive updating of data Development and production of standardised reports for team leaders and funders, to ensure consistency in approach Be point of contact with CSW database provider Facilities and equipment management Manage Carer Support Wiltshire s premises in liaison with the relevant property agents Manage and review all purchasing activity, including comparing alternative quotations to ensure best value is achieved, maintaining good records for audit Ensure value for money from third party providers Manage Carer Support Wiltshire s computer network, VOIP and broadband in conjunction with the IT support provider and providers of third party equipment and software ensuring issues are escalated and resolved promptly Health and Safety Act as responsible person for Health and Safety in the organisation, taking responsibility for fire safety, hazards in the workplace, workstation assessments, first aid provision, maintenance of all associated records, and reporting as required to RIDDOR, the Board and Senior Management Team Page 2 of 6

3 Staff training Maintain staff records of training undertaken, collate feedback and monitor due dates for refreshment of training Provide staff induction training Arrange external training as required Quality assurance Lead on compliance with regulatory requirements for administrative team including the General Data Protection Regulation Ensure organisational compliance with relevant quality assurance systems Represent administrative team at internal quality and policy sub-committee Additional Occasional Responsibilities As a member of a small team, the post holder is expected as necessary to support colleagues by: Identifying appropriate sources of information, advice, benefits, equipment and services which carers can access, and updating shared resource information to reflect this Actively contribute and participate in publicity events and represent Carer Support Wiltshire in a positive manner and to raise awareness of carers needs General Requirements The post holder will be expected to: Possess the essential skills as detailed in the person specification Adhere to and uphold Carer Support Wiltshire s mission, strategic aims, values, policies and behaviours framework, acting with integrity and maintaining the highest professional standards at all times Maintain a confidential, sensitive and discrete approach to personal, sensitive and organisational information Contribute to a culture of equality and demonstrate a commitment to removing all forms of discrimination as a colleague and service provider Represent the organisation in a positive manner Work collaboratively as a member of a small team including volunteers and to attend and actively contribute to team meetings Actively identify own training needs and personal development, and to participate in training sessions when required A flexible approach is required for this role and you may be asked to undertake other duties from time to time as determined by your line manager and in keeping with the purpose of the post and after consultation with the post holder This job description is not necessarily an exhaustive list of duties but is intended to reflect a range of duties the post-holder will perform. The job description will be reviewed regularly Page 3 of 6

4 including at annual appraisals and may be changed in the light of the needs of the organisation and following consultation with the post-holder Employee signature: Date: Senior manager: Date: Page 4 of 6

5 Carer Support Wiltshire Person Specification: Office Manager How assessed / Desirable Qualifications A level equivalent qualifications Application / Certificates Experience 2 year in office management role Application and interview 1 year in database management role Application and interview 1 year in managing staff Application and interview Knowledge Understanding of Health and Safety issues in an office Understanding of carers issues and rights Skills and Competencies Desirable Excellent written English skills Application and interview Excellent spoken English skills and telephone skills Able to communicate effectively with diverse members of the public Excellent skills in MS Office, including Excel advanced formulae Personal qualities Keen to learn and innovate Resilient to change Application and interview statement) Application and interview Page 5 of 6

6 Able to work as part of a team Confident to take initiative Able to prioritise work and deal with competing demands Behaviours Framework Trust and respect level 3 Working together level 3 Creativity level 3 Responsibility level 3 Leadership level 3 Other Able to work flexibly in terms of location and occasional evening and weekend work Car driver and owner Application/driving licence Page 6 of 6