Community Drug and Alcohol Recovery Services

Inspire Partnership

Data and Admin Officer (0.5FTE)

Inspire provide integrated treatment & recovery services for those affected by alcohol & drugs across Sutton.
Our skilled and compassionate people work closely with services users and their families to change and save lives. We combine proven expertise in treatment and recovery with innovative approaches and actively involve those we help in improving the design of the services we provide.

Responsible to:

Recovery Team Leader

Business and Performance Analyst (BPA)

Job Purpose:

  • Support all members of the team in providing high quality and comprehensive customer relations & reception service and an effective administration function.
  • Support and/or undertake a number of administration functions within the office / service as required.
  • To provide all necessary data, administrative and systems support to all members of the team.
  • To support the delivery of service strategy and plans, assisting the BPA in providing comprehensive and efficient data administrative support to the team.
  • To assist in the collation and dissemination of information, including statistical information.

Context:

Under the direction of the BPA this role provides a broad range of services related to the input and quality of data, supporting all service operations.

Team of Service Activities

•Attends team and staff meetings, organisational events as required

•Maintains awareness of national, organisational and local reporting requirements

Maintenance of Case Management System

  • Provides “help desk” support for users of the system
  • Identifies and rectifies user errors
  • Support the administration team in entering records to meet monthly submission deadlines.

Data Management, Communication and Coordination

  • Liaises with regional PHE (NDTMS and CJIT) regarding data support, data quality issues, reports and submission as required under the guidance of the BPA
  • Ensures information regarding data support, quality and management is communicated to the BPA and relevant staff
  • Receives and prioritises internal requests for data reports and information.
  • Supports the BPA in the communication of local issues with system-wide implications as appropriate

Data Quality and Standardisation

  • Ensures high quality data is available for extraction as needed, by developing and implementing systems to identify, track, correct and prevent errors.
  • Supports the development of standardised data entry within the service.
  • Works with service staff to ensure the completeness, accuracy and consistency of the data so that it meets the standards of quality expected for reporting to regulatory bodies.
  • Implements process changes and enhancements related to data management.
  • Assists in the maintenance of governance systems.

Customer Relations & Reception Services:

  • Respond to telephone contact in a professional manner, ensuring all communication and related tasks are dealt with promptly and efficiently.
  • Ensure customer relations & reception services are delivered effectively at all necessary times, working with colleagues to ensure coverage throughout the working day.
  • Undertake customer reception and associated duties, providing an efficient and polite service to all staff and visitors.
  • Maintain the reception service area ensuring that it is clean, tidy and presents an appropriate ‘face’ of the organisation.

General Administration:

•As part of a small administrative team, provide a single point of contact for staff team, clients and external agencies.

•Processing and data entry of new referrals received via telephone, e-mail and in person.

•Arranging appointments for clients as required

•Sending out client letters as required.

•To assist with data entry onto the case management system as required.

•Provide administrative support as directed by the line manager.

•Attend and take minutes of various meetings when required.

•Provide administration support to members of the management team as and when required and directed by the line manager.

•Establish & maintain effective and appropriate administration and record keeping systems, including management of client file archive and file retrieval.

•Ensure adequate and timely preparation of meeting rooms pre and post meetings.

Other duties

•Undertake additional duties as may be reasonably required by your line manager or other appropriate senior staff.

This job description is subject to review and revision, as agreed by the post holder and Chief Executive, in order to maintain a relevance to work undertaken and any changes to the demands of the internal and external environment.

Experience

  • Demonstrable experience of successful data and office administration

Abilities and Attributes

  • Ability to deliver a high quality service
  • Ability to work effectively and efficiently within a team
  • Ability to prioritise work load in order to meet targets and deadlines
  • Attention to detail

Skills

  • Excellent written, oral and presentation skills to include proficient typing
  • Effective communication skills
  • Organisational and administrative skills
  • Proficient use of MS Office suite, incorporating Word, Access and Excel
  • Effective IT skills to include use of email / internet
  • Time management skills

Knowledge

  • Knowledge of data and office administration
  • Knowledge of NDTMS and CJIT would be advantageous but not essential

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