JOB DESCRIPTION
JOB TITLERecovery Refuge Assistant (Evenings/Nights)
PAYMENT£17,850 pro rata plus a ‘sleep-in’ allowance per night
RESPONSIBLE TORefuge Team Leader
HOURS2 x p/t Posts working over 7 days, covering 3.45pm – 11pm
Post 1 x 21¾ hrs – Mon, Tue & alternate weekends
Post 2 x 28½ hrs – Wed, Thur & Fri & alternate weekends
*each post will cover overnight ‘sleep-ins’ Sat & Sun on alternate weekends
LOCATIONBurnley, Recovery Refuge
JOB STATUSPermanent
OVERALL OBJECTIVES
1To work as a member of the recovery refuge accommodation team providing practical housing andadministration support, including health, safety and security measures in a supported housing environment.
2To carry out tasks at the request of the Team Leader / SafeNet Leadership Team, to contribute effectively to the smooth running of the refuge and its projects both individually and as part of a team in accordance with SafeNetand Calico Grouppolicies, procedures and guidelines.
Housing Management and Administration
1To be the first point of contact for SafeNet Recovery Refuge, carrying out reception type duties including:
- answer the telephone and deal with all customers, residents and colleagues in an actively helpful manner
- transfer calls internally to the appropriate staff member, take messages for staff who are absent and ensure they are delivered promptly
- take actions to deal with any administration around incoming requests for refuge accommodation or information as appropriate
- take referrals – record initial referral information andforward to support workers for assessment
- *complete full referrals at weekends/evenings in consultation with the Manager on call using a fair and inclusive open access approach
- welcome all expected visitors (agencies or personal visitors where this is locally agreed) to the refuge, ensure they sign in and are directed to the correct meeting room / to the member of staff or resident they are visiting
2To carry out daily tasks to support the smooth running of the refuge, including but not exclusively:
- a daily update of refuge space available to all SafeNet teams
- assisting managers to arrange cover for sickness and holidays
- letters to residents as requested ie service charge reminders
- assisting with food parcel distribution
- to assist with preparing bedrooms for new residents when feasible
- to admit new residents during night-time and weekends
- dealing with the distribution of donated items to residents
3To record, monitor and input accommodation service data on relevant systems in place including but not exclusively:
- enquiries, referrals, admittance and move on statistics of residents
- daily occupancy and voids
- assist with monitoring software where appropriate ie SafeLives Insights
- populating databases and case notes on-line ie the Safeguard system
- Scanning documents to the case management system
- Updating available refuge space to main office.
- Completing Client Record forms and Leaving Outcomes or similar
- Keep team meeting files up-to-date
4To assist in the completion of Housing Benefit claim forms, housing application forms and other relevant forms such as leavers forms
5To establish and maintain relevant and up-to-date reference information in an orderly system which can be accessed and used by support workers in their direct support work with residents, including information on the following and other relevant topics:
- welfare benefits and small grants for individuals
- local donators, furniture recycling projects and resources
- transport information: bus routes, train timetables etc
- Health support agencies on substance misuse, mental health, health & wellbeing services.
- BME support and faith and religious organisations (translated information in community languages); for health and additional needs; for those disabled, with additional learning needs; for LGTBQI needs and support and for other specialist needs identified
- local orientation information ie maps, location of agencies etc
6To assist with the collection of financial charges for services and activities, such as rent and service charges, and deal with any arrears and to operate the petty cash system accurately
7To keep a supply of copies of all relevant documents and forms for the support workers to access, for example our licence agreement, missing persons forms, residents handbooks, satisfaction surveys etc
8To collect feedback on SafeNet Services using agreed procedures ie Customer Satisfaction Survey, Agency Feedback Forms etc
9To log all incoming mail for residents and distribute directly to residents on request. To pass all other mail to Finance & Admin staff.
10To organise filing, safekeeping, archiving and disposal of relevant documents in line with our data protection and disposal of records policies and procedures, including shredding and maintenance of the shredder
11To maintain a safe and tidy office and working environment, including keeping the office and kitchen area clean and tidy.
12To undertake any other housing management and administrative duties relating to refuge accommodation as required.
Security
1 To uphold and apply the refuge confidentiality policy at all times to ensure the safety of residents, staff and visitors
2To monitor access to the refuge premises via the main entrance and ensure only authorised access, taking appropriate action to remove or report unwanted or uninvited visitors
3To maintain a clear record of where residents, staff and visitors are at all times using appropriate systems which record who is on-site, off-site, and paying particular attention to resident safety ie over-night stay addresses
4 To ensure all staff, residents and visitors sign in and out of the building for fire safety procedures use the appropriate ‘on-site’ records
5To operate the refuge CCTV camera system and monitor and report faults
6To control the residents key system: organise labelling, storage, safekeeping, distribution and re-collection (charge for lost keys) of premises keys, including residents bedroom keys and safe keys.
Housing Management Work with Residents
1.To deal supportively with any general housing management related enquiries from residents who come to the office for assistance, and to refer residents onto support staff where they need direct support work
2.To liase and co-operate with all partner agencies including statutory, public, private and voluntary agencies e.g. doctors, health visitors, social care services, police and the local authority staff etc
3.To be familiar with all Calico Group / SafeNet policies and procedures, paying particular attention to action Health and Safety policies and procedures and supporting the Housekeeper with health and safety administration tasks ie recording repairs and assisting with visiting contractors etc.
Other Responsibilities and Tasks
1To attend appropriate training courses, workshops as required.
2To attend and contribute to regular staff / team meetings.
Policy, Practice and Conduct
1.The post holder must maintain the standards set out in SafeNet and Calico Group Codes of Practice, Policies, Procedures and practices at all times.
2.The post holder is required to arrange holidays in consultation with team members to avoid inadequate staffing levels and will be required to provide cover for annual leave and staff sickness within the refuge team, on the request of the Team Leader or SafeNet Managers, as required.
PERSON SPECIFICATION
*Candidates will be assessed on their ability to meet the criteria detailed in this Person Specification. Please show how you meet these in your application.
Recovery Refuge Assistant (Day)
Work Related Experience & Knowledge Essential / Desirable
1experience of working in a busy office environment, reception dutiesE
2experience of providing support and administrative duties to a multi-disciplinary team E
3experience of working in a supportive non-judgemental way with clients E
4an understanding of domestic & sexual abuse and violence and its impactsE
5Knowledge of complex needs, how they impact on supporting clients to
maintain independent livingE
6Knowledge of agencies/services and ability to advocate/liaise with agenciesE
7Knowledge and understanding of the diverse and additional needs of refuge residents from different cultures and backgrounds E
Skills and Attitudes
7to be computer literateto the appropriate level for this postE
8excellent time management and organisational skillsE
9Communicate clearly with women and children from different backgroundsE
10 to be conversant in an additional community language D
11 Ability to think clearly and act appropriately in a pressured environmentE
12Ability to work responsibly and on own initiative, as requiredE
13Commitment to a team orientated environmentE
14Use appropriate work behaviours: passionate about customers; rising to the challenge; maximising potential and commitment to SafeNet/Calico E
Special Working Conditions
15Attend all team meetings as requiredE
16Provide cover for other support assistant workers during periods of sickness
and holiday including Bank HolidaysE
JD&PS HJG AA Feb 2017