Job Title: Administrator

AdvoCard

Job Description

Job Title: Administrator

Accountable to: Management Committee

Responsible to: Project Manager (REH)

Salary grade: £18,504 - £20,028

Function of the post

To provide administrative and office management support to the Individual Advocacy Service at the Royal Edinburgh Hospital. Also to act as a first point of contact for people contacting the Service.

To work independently and as part of a team to ensure that the service proceeds within the policies, procedures and guidelines as approved by the Management Committee.

Duties and Responsibilities

Administration

·  Word processing, typing, filing and photocopying

·  Minute taking at meetings including the team meetings, and any working groups or planning meetings

·  Maintaining and updating records in accordance with Data Protection legislation

·  Reception duties including answering the telephone and greeting visitors. Acting as a point of contact for service users and professionals

·  Preparation of reports and reviews

·  Ordering and maintaining stationery supplies and equipment

·  Maintaining petty cash, dealing with expenses and preparing paperwork for the AdvoCard bookkeeper

·  Overseeing and dealing with incoming and outgoing post including the recording and internal distribution and posting of all mail

·  Overseeing the ordering and delivery of stationery

·  Overseeing the purchase of refreshments for the project

·  Overseeing the maintenance of the Service's filing ensuring efficiency

·  Maintaining and updating any databases required by the Service

·  Any other duties deemed relevant to the post

General Reception

·  To greet people as they enter the project and establish the nature of their enquiry in a friendly, efficient and sensitive manner

·  To direct people to various personnel or rooms in the service while ensuring that those individuals kept waiting in the reception area are made comfortable

·  Answering incoming calls and directing them accordingly within the service

·  Handling enquiries both face to face and via the telephone and occasionally directing elsewhere including redirecting enquiries where appropriate

·  Any other duties deemed relevant to the post

Miscellaneous

·  To report to the Project Manager (REH) on performance related issues at regular support and supervision sessions as well as at an annual appraisal

·  To attend regular team meetings to discuss issues relating to the development and monitoring of the organisation.

·  To recognise that all staff have a responsibility to be flexible in their working practice to be able to cover the work of others within AdvoCard for the good of AdvoCard.

·  To have a commitment to and ensure the practical application of AdvoCard’s policies and procedures

Training

You will be expected to participate in training as identified by the Project Manager (REH) through supervision and appraisal and with the input of the Training Manager. You may also request specific training and AdvoCard will endeavour to meet such requests dependent on available resources.

Contacts

·  Mental health services users

·  Other mental health service providers and professionals

·  Other voluntary and advocacy organisations

·  AdvoCard management committee members, staff and volunteers

·  Members of the public

Employer and Management

Your employer is the AdvoCard Management Committee and you are line managed by the Project Manager (REH).

Location and Premises

The post is located in the City of Edinburgh in a suitable premises identified by AdvoCard within the City of Edinburgh.

Funding

AdvoCard is funded by the City of Edinburgh Council, Department of Health and Social Care and NHS Lothian through Service Level Agreements.

Working Hours

Your working hours are 18 hours per week. These will generally fall between 9:00 am and 5:00 pm, Monday to Friday but may occasionally vary when requested and/or required. Time off in lieu is awarded for hours worked over the contracted amount.

Disclosure

This post is subject to a Disclosure Scotland check.