One Recovery Bucks Administrator, Aylesbury – Up to £23,484 p.a. (pro rata for part time hours)

Person Spec and Job Description
Job Title:  Administrator (Aylesbury) 
Accountable to:  Office Manager 
Hours: Mon-Wed  (9–5 pm with half hour unpaid lunch break), plus you may be required to work occasional evenings or weekends
Pay Range:  Up to £23,484 p.a.  (pro rata for part time hours)
Job Summary:
– To be responsible for the organisation and provision of comprehensive administrative support (which includes confidential and highly sensitive clinical information) to members of a multi-disciplinary team, working closely with the management and partner agencies 
– To be responsible for printing the safe management of prescriptions
– To be responsible, in conjunction with the Team Manager, for maintaining the condition of the building and its surrounds and organising necessary repairs
Key duties & responsibilities:
– Receiving complex or sensitive information, and passing on information to other staff by prioritisation
– Preserve and uphold confidentiality of all client information
– Provide a word processing service to a high standard. Work to a range of work procedures and practices, some of which are none-routine, which requires a base level of theoretical knowledge (you may be required to sit for long periods of time in front of a VDU)
– Prescription generation and ensuring controlled drug stationary is stored according to protocol
– Data entry, text processing, storage of data using a computer-based data entry system, with particular emphasis on accuracy
– To support data leads to ensure data is prioritised for NDTMS
– To support staff to enter information on the computer database and ensure staff are aware of what data reporting is required
– Be familiar with the confidential referral system operated by the team
– Supervise the operation of the system
– Assist with the day to day managing of the front of house area which includes being stationed on the Reception desk
– Provide callers, G.P.s, other professionals, staff relatives, service users & other agencies with educational information and self-help materials
– Take responsibility for monitoring stocks and re-ordering as required
– Carry out the requisitioning procedure for office equipment, clinical equipment and resource materials
– Supervise requisitioning of such items
– Be responsible for receiving incoming post and deal with any items where appropriate
– Bring to the attention of team members any items relevant/appropriate for them to see/action
– Provide secretarial support to the team, committees and meetings when appropriate
– Provide administration duties at meetings. Prepare and take minutes where appropriate
– Be prepared to assist team members with aspects of their work where appropriate
– To provide a full range of office support systems including photocopying, distribution and ensure that an effective filing system is operational, including regular archiving (if relevant), as prescribed by policy
– To be responsible for the daily line management of a small team of admin volunteers
– To support team manager in providing monthly gas/elec readings, carry out H&S checks, alarm/ fire security drills and collate incident & accident reports when relevant
– To monitor distribution of fobs, personal alarms, keys, ID badges for paid staff/volunteers
– To provide advice or demonstrate own activities or workplace routines to new or less experienced staff
– Commitment to Oasis’ equal opportunities and diversity policies and to the delivery of the annual business plan
Person Specification 
Technical / Professional Skills, Expertise and Qualifications
– Experience of Microsoft office applications
– Experience of using a variety of databases 
– Collaborative team working skills
– Organisational abilities with ability to manage an admin office 
– Experience of supervising a small team
– Good written and oral communication skills
– Ability to work under pressure and meet deadlines working with high levels of accuracy
Additional Service Performance & Substance Use Specific Requirements 

Technical / Professional Skills, Expertise and Qualifications
– Vocational qualification e.g. NVQ 3 or good working knowledge of Microsoft packages, including Word, Excel and Access
– Experience in using customised databases
– Proven ability to prioritise work requirements
– Ability to demonstrate flexibility and creativity, assisting in developing procedures and work practice policies
– Ability to demonstrate an understanding of diversity
– Ability to adopt a person centred approach when dealing with service users
General Duties and ResponsibilitiesJob Description – Detailed General Duties and Responsibilities
1. QualityTo ensure quality standards are maintained by:-
– Monitoring own performance to ensure it meets expectations and agreed performance criteria
– Utilising management information and data collection systems as appropriate
– Participating in the continuous improvement of the service
2. Own DevelopmentTo continuously review own performance and development needs to assist growth and development by:
– Participating in open two-way dialogue during supervision and appraisal meetings agreeing own task and development objectives and reviewing these as appropriate
– Participating in training and other development opportunities as agreed within the supervision and appraisal process
3. General Health & Safety & Risk ManagementTo ensure a safe working environment for self, colleagues, and service users by:-
– Maintaining the condition of the local building and surrounding area and arranging for necessary repairs
– Ensuring good standard of housekeeping is maintained within own area and within the service building
– Ensuring that all staff have up to date VDU Risk Assessments
– Supporting Team Manager with H&S responsibilities
– Taking responsibility for personal safety e.g. reporting concerns, ensuring vaccinations, eye tests etc. are obtained
4. Compliance 

To ensure compliance with internal and external standards and codes of conduct by:-
– Meeting all regulatory requirements including those related to Health and Safety, and complying with One Recovery Bucks Code of Conduct, policies and procedures.
5. Administration

To provide an efficient and effective administration and support system by:-
– Ensuring prescription generation is carried out and checked for 100% accuracy
– Ensuring controlled drug stationary is stored according to protocol
– Entering data, text processing & storing data using a computer-based data entry system
– Supporting data leads to ensure data is prioritised for NDTMS
– Ensuring the provision of efficient telephone cover, answering enquiries and providing help & support 
– Ensuring that all clients/visitors to the service are welcomed and informed of the services available
– Ensuring that requests for administrative support from staff members are met in a timely fashion 
– Ensuring that all service paperwork is up to date and appropriate
– Ensuring stock levels of office equipment are maintained, within best value practices
– Ensuring that all relevant contracts for services and equipment are up to date maintained and repaired to the agreed standards in conjunction with the relevant Team Manager
– Ensuring record keeping is maintained to the required standard at all times and contributing to service monitoring requirements
– Ensuring petty cash processes are maintained, in conjunction with the Team Manager and in line with finance procedures
6.  People ManagementTo lead, manage and develop admin volunteers:-
– Undertaking induction of new admin volunteers
– Assigning work, monitoring and supervising the day-to-day delivery and quality standards of the work 
– Working as a co-operative and collaborative team that is flexible and adaptable to changing requirements
– Ensuring One Recovery Bucks Equal Opportunities and Diversity policies are observed by the team   
7. Service DeliveryTo assist the Managers in the implementation, development and delivery of the service by:-
– Assisting in the development and implementation of service record keeping, procedures and policies
– Ensuring that all joint working Policies/Procedures are adhered to where the service is run on a partnership basis
8. Service DevelopmentTo work collaboratively to develop the service by:-
– Developing and co-ordinating professional links with other statutory and voluntary service providers
– Ensuring the service is represented in a professional manner at all times
– Proactively contributing to continuously improving the service by making positive suggestions providing constructive feedback and assisting in the implementation of agreed new ways of working
– Meeting agreed performance targets and outcomes
9. Provision of Services
To ensure all services are delivered in accordance with recognised standards by:-
– Ensuring all services are delivered within NVQ requirements and others as appropriate
To undertake any other duties reasonably requested by the line manager

This job description reflects the overall scope and responsibilities of the role.  All jobs change or evolve over time in order to meet corporate or local needs and this job description will therefore be subject to periodic joint review and change if required.

To apply for this post please email with your CV and a covering letter by Friday 20th May 2022.