Developing Health and Independence
JOB DESCRIPTION
Job Title: / Administrator & Data ManagerNJC Scale Point: / Pt 22-28; £19,621 - £23,708 (depending on experience)
Hours:
/ 37.5 hours per week, including evenings and weekends.Annual Leave: / 26 days (pro rata) plus statutory and bank holidays (1 Additional day after each year of service, up to a maximum of 31days).
Location: / Bristol (or other location your employer may reasonably specify)
Pension: / Contributory pension scheme (employer’s contribution 7% to a minimum 3% contribution from employee).
Accountable to: / Support Services Manager
Responsible for:
Principal Purpose of the Job
To act as the single point of contact for the service, have responsibility for data management, financial administration, website service and premises management. To act
as the health and safety representative for the Bristol area.
Key Duties and Responsibilities
Single point of contact
1. Respond promptly and professionally to all contacts made to the service, including referrals.
2. Keep accurate records of all contacts made and referrals received.
3. Provide information and offer signposting to service users and other providers.
4. Maintain, monitor and respond to all website activity and enquiries.
Data management
1. Inputting data to information systems, including Theseus and Dharma.
2. Generate reports as required by Support Service Manager.
3. Regularly review to ensure quality and completeness, working closely with team colleagues.
4. Support in the development of systems which effectively capture data
to demonstrate effectiveness of service.
5. Act as Theseus ‘Super user’, disseminating information and cascading training
to colleagues.
Administrative duties
1. To help set up an ordering system accessible across Bristol, to ensure stocks
of housekeeping and office supplies, DHI leaflets and stationery are in place and
re-stocked as required.
2. To undertake ordering of supplies and inputting order processing onto DHI’s system. Checking all deliveries, dealing with damages and returns and ensuring items are stored without delay.
3. To ensure communal facilities in all Bristol buildings equipped as required and liaising with IT Support Provider to resolve issues that arise with client computer training suites.
4. Ensuring stocks of external leaflets are sufficient and notice boards are kept
up-to-date.
5. Organising tradesmen, contractors to ensure required maintenance is undertaken
on buildings and equipment for all premises in the Bristol area.
6. To monitor use of staff diary and room booking systems through the DHARMA system and to offer staff support and training to use the system as required.
7. To act as single point of contact for lone workers, when required, keeping a daily record of their movements, signing in and off, via DHARMA.
8. Supporting Bristol Teams by adhering to the procedure where all staff are expected to answer the phone within 4 rings.
9. To provide other administrative support and other organisational tasks as required by the Support Services Manager.
10. Liaise effectively with the Support Services Manager to ensure the effective delivery of all central administrative services.
Finance
1. Help to develop processes for petty cash across the Bristol area, dealing with individual claims as part of a rota system and ensuring a designated person is available to administer the systems at all times.
2. Processing claims into DHI’s system, ensuring receipts are in place for all claims.
3. Liaising with the Support Services Manager in relation to housekeeping and office supplies budget, undertaking analysis on a regular basis.
Health & Safety
1. To act as DHI’s Health & Safety Representative for Bristol in ensuring that all premises comply with relevant health and safety legislation.
2. To be responsible for ensuring all reported breaches, incidents and accidents are brought to the attention of the Health & Safety Officer without delay.
3. To support staff with workstation risk assessments where required and to assist the Health & Safety Officer in undertaking office risk assessments across all offices in Bristol on an annual basis and to ensure all actions arising are dealt with effectively.
4. To input to the review and/or development of DHI’s policies relating to
Health & Safety.
Organisational Responsibilities
At all times adhere to DHI policies and procedures, with specific reference to:
o Confidentiality
Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity.
o Data Protection Act
To comply with the requirements of the Data Protection Act.
o Equal Opportunities and Diversity
To ensure that all service users, their partners, colleagues both within DHI and other partner organisations are treated as individuals by following DHIS’s Equality and Diversity Policy
o Health and Safety
To ensure you comply at all times with the requirements of the Health and Safety regulations and DHI’s Health and Safety Policy and Procedures. You are responsible for taking reasonable care with regard to yourself as well as any colleague, client
or visitor who might be affected by an act or failure to act by yourself.
o Quality Assurance
To ensure all activities are managed in a way that supports DHI’s Quality Assurance systems.
o Safeguarding
To adhere to the implementation of risk management procedures (including child and adult safeguarding protocols) taking personal responsibility for keeping up
to date on the requirements of these procedures. DHI is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.
o Lone Working
To work in accordance with the DHI Lone Working policy and procedures.
At all times adhere to contract requirements, relevant legislation, good practice, with specific reference to: The DoH Drug Misuse and Dependence – Guidelines on Clinical Management; Ethical Framework for Good Practice NTA, NICE.
Participate in the organisational planning processes and contribute to the establishment of DHI’s business plan.
Contribute to the periodic review of service policies and procedures.
NB. This job description contains only the main accountabilities relating to the post and does not describe in detail all the duties required to carry them out. As duties and responsibilities change, the job description will be reviewed and amended in consultation with the post holder.
Administrator & Data Manager
PERSON SPECIFICATION
Essential:
A ‘can do’ attitude
Proven experience of working within an office environment, including ability to manage
a website
Experience in data inputting, reporting and analysis
Experience of working with a wide range of stakeholders to meet the needs of service users
Commitment to Adult and Child Safeguarding principles and procedures
Ability to work on own initiative as well as part of a multi-disciplinary team
Excellent communication skills (written and verbal)
Excellent level of IT literacy in Word, Excel and databases
Desirable
Knowledge of financial procedures and systems
Annex 1 Role Profile Template
NamePosition / Administrator & Data manager
Organisation / Developing Health and Independence
Units of national occupational standards
Number / Title
BE1 / Establish information management and communication systems
HSC3111 / Promote the equality, diversity, rights and responsibilities of individuals
HSC35 / Promote choice, well-being and the protection of all individuals
HSC33 / Reflect on and develop your practice
BE4 / Supplying information for management control
BE2 / Manage your organisations facilities
BE6 / Preparing reports and returns
BG5 / Making and recording payments
HSC32 / Promote, monitor and maintain health, safety and security in the working environment
HSC31 / Promote effective communication for and about individuals
Job Descriptions & Person Specs (DANOS) August 2013