Relief Administrator - Edinburgh

JOB PURPOSE & CORE DETAILS – To:

1. Support the provision of effective administration functions required by the service/department and ensure accurate completion of tasks within timescales.
2. 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:

• Perform general reception duties:
• Maintain and retain effective records of all service users and visitors to the service/department as appropriate.
• Be responsible for the opening and redirection of incoming and outgoing mail for the service/department, and logging of mail.
• Be responsible for producing letters, email correspondence, presentations, reports, photocopying, faxing and printing for the service/department.
• Maintain effective filing, archiving and retention systems.
• Devises admin systems in support of functions within the service/department as appropriate.
• Maintain and order office stationery supplies as required.
• Maintain effective office systems.
• Be responsible for the financial transactions of the service/department as required;
• Responsible for petty cash and submitting returns,
• Processing financial transactions on Pegasus, and
• Administration and processing of service user finances.
• Process HR, recruitment and payroll information.
• Input data, collate statistics, and produce and analyse basic reports.
• Be responsible for the 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.
• Assist with organising events e.g. stakeholder days, fundraising etc as required.
• Support with organising building maintenance as required.
• Support with the monitoring security equipment and instigate any action as appropriate.
• Responsible for promoting positive team working within the wider admin team.
• Participate in and contribute to the wider Administration Team as required.
• Participate in and contribute to organisational work and purpose on a national or strategic level as required.
• Responsible for carrying out specific tasks to deadline.
• Work with significant autonomy/independence as required.
• 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.
• Assist with on-the-job training where appropriate.
• 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/Department 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.
• Be aware of health and safety and contribute fully to keeping the work environment, community, people who use services, and yourself safe.

Leadership – To:

• Provide support and/or mentoring for other administration staff where appropriate.
• Provide buddying or informal coaching to new staff where appropriate.
• 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/department, 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.

Service Descriptor

#BecauseScotlandCares

Turning Point Scotland North East Edinburgh Recovery Services provides recovery focused psychosocial interventions to adults experiencing drug and alcohol-related issues across North East Edinburgh. We work within a hub model with partners, including NHS Lothian, CEC Social Work and other voluntary agencies to ensure individualised packages of care to enable service users to achieve their recovery goals.

An exciting opportunity has arisen to join our team at the Leith Hub 5 Links Place Edinburgh EH6 7EZ. You will be providing the high-quality delivery of 1:1 and group recovery focused interventions to those we support. The services are delivered from our main offices and on an outreach basis in pharmacies GP surgery and at client's home where required.

Please note all staff are expected to be able to work across both Leith and Craigmillar sites when required.

As a busy established recovery hub we are seeking candidates who already have some knowledge of drug and alcohol harm reduction and treatment options and can demonstrate experience working with this client group.