August2014

Dear Applicant

JOB INFORMATION and APPLICATION PACK

I am delighted to hear that you are considering making an application for employment with Turning Point Scotland. Turning Point Scotland’s workers make a significant and positive difference to the lives of the people we support and I hope that you will want to join one of our teams.

Please do not hesitate to contact me should you have any queries regarding the post.

I look forward to receiving your completed application form by no later thanFriday 5th September 2014 @ 5pm.

Unfortunately it is not possible for us to respond individually to all applicants and if you have not received an invitation to an interview within the next 4 weeks, you should assume that you have not been shortlisted on this occasion. Should there be any unforeseen delay in progressing to the interview stage I will let you know.

Regards

George Hunter

Service Manager

JOB DESCRIPTION
POST: ADMINISTRATOR – GRADE 2
REPORTING TO: ADMINISTRATION OFFICER/CO-ORDINATOR
ACCOUNTABLE TO: SERVICE MANAGER
JOB PURPOSE: To support the provision of effective administration functions required by the service to ensure accurate completion of tasks within timescales.

MAIN DUTIES AND RESPONSIBILITIES:

All Grade 1 duties and responsibilities plus:

  1. Operates within TPS policies and procedures
  1. Assists with on-the-job training
  1. Oversees elements of administration support
  1. Participates in in-service meetings and produces Notes/Minutes
  1. Produces reports from more complex data
  1. Responsible for carrying out specific tasks to deadline [without prompt]
  1. Drafting simple letters/emails etc based on information provided
  1. Responsible for petty cash and submitting returns
  1. Processing financial transactions on Pegasus
  1. Administration and processing of service user finance
  1. Processing of HR and Payroll information

RESOURCES MANAGEMENT

  1. To be familiar and comply with Turning Point Scotland’s Finance policies and procedures.
  1. To comply with Turning Point Scotland’s Property and Equipment policies and procedures.
  1. To 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.
  1. To maintain accurate and up-to-date time sheets which can be relied on by the Service Manager for billing purposes and statistical reporting etc.
  1. To minimise expenses incurred by the Turning Point Scotland in the course of providing supports.

PROFESSIONAL PRACTICE

  1. To be aware of and operate in compliance with the Scottish Social Services Council Code of Practice for Social Services Workers.
  1. To participate purposefully in and take advantage of the opportunities for discussion afforded by Turning Point Scotland’s staff supervision and annual appraisal scheme.
  1. To be responsible for your own good practice and for the promotion of good practice among colleagues.
  1. To work to maintain effective working relationships with colleagues and create an atmosphere for service userswhich is free from conflict.
  1. To report concerns about practice or conduct issues to the Service Manager (or nominated deputy)
  1. To attend all mandatory training in order to demonstrate fitness and continued fitness to practice safely.
  1. To attend training which has been identified by the Service Manager (or nominated deputy) as being necessary to provide you with the necessary skills to undertake the duties and responsibilities of your post.
  1. To take any action necessary to become eligible for registration with the Scottish

Social Services Council and to maintain registration once achieved.

  1. To 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 Manager (or nominated deputy)
  1. To assist the Service Manager with the on-the-job induction of new starts within the service, and demonstrate good practice at all times in this regard.
  1. To ensure that you can demonstrate your continued suitability to work with vulnerable adults or children by completing an Application for an up-to-date Enhanced Disclosure for Disclosure Scotland, on a 3-yearly basis or as required.
  1. To be familiar and comply with Turning Point Scotland’s Human Resources and Training policies and procedures.

HEALTH &SAFETY

  1. To support the Service Manager in the management of risk within the service especially with regard to those service userswho can occasionally be violent or aggressive towards their support team.

I accept the particulars of this job description;

Signed______

Date______

PERSON SPECIFICATION

POST:ADMINISTRATOR - GRADE 2

Essential
Criteria / Desirable
Criteria
Education & Qualifications / E1 / Educated to standard grade level or equivalent as a minimum, including English and maths
Experience / E2 / Experience in general office administration / D1 / Experience in cash handling and reconciliation
Skills And Knowledge / E3 / Computer literate with a working knowledge of Microsoft Windows based programs / D2 / Database input
E4 / Word Processing skills / D3 / Minute Taking.
E5 / Good level of literacy, accuracy and presentation in all type written and other written work
E6 / Good written and verbal communication skills
E7 / Good telephone manner
E8 / Ability to work on own initiative as well as part of a team.
Other Requirements of the post / E9 / Flexibility in carrying out any other duties that may be required by the organisation
E10 / Ability to work outside normal office hours if required
E11 / An understanding of confidentiality issues
E12 / Must be able to demonstrate a shared commitment to TPS values and principles
E13 / Driving license and access to own vehicle for work purposes.
MAIN TERMS AND CONDITIONS OF SERVICE
ADMINISTRATOR GRADE 2
There are a significant number of benefits to working for Turning Point Scotland including excellent terms and conditions of service, including access to a wide range of high quality vocational and skills training, a range of family-friendly policies to help balance work-life, participation in a number of environmentally –friendly initiatives, active promotion of healthy living in the workplace, and not least the provision of a working environment where opinions and ideas are valued and arrangements are in place to ensure that there is a high level of staff representation and that people are encouraged to make their views heard and to participate in team meetings etc.
The main terms of conditions of service include the following:
The salary scale for the post will be:
£14,175
£14,481
£14,798
£15,041
£15,296
£15,630
The annual leave entitlement will be:
25 days per year plus 5 public holidays and 3 local holidays
(pro rata to part-time hours based on an equivalent of 39 full-time hours per week)
Additional annual leave is granted in recognition of 3 years’ perfect attendance and of completing 10 years’ continuous service with Turning Point Scotland.