Job Description

Job Title: Office Manager & Personal Assistant to ODM

Reporting to: Operations & Development Manager

Location: Norfolk – Base of work Bank Plain Norwich Norfolk cover including Norwich, Kings Lynn and Great Yarmouth

Salary: £25,250.00 pa

Job Purpose

To provide support to the Operations and Development Manager and staff across the Norfolk Integrated Housing and Community Support Service (NIHCSS). This includes administrative support for the whole service and integrated team, data collation and coordination for management information reports related to service activity.

Strong organisational and administrative skills will be needed to manage general office procedures for all sites across the Norfolk area including Bank Plain, Boudicca Court, Devonshire Place, Bakery Court, Vanguard Court, Bridewell Street and Astley Cooper Place.

Key Responsibilities

General

Act as the initial point of contact for those wishing to access the service, professionals and members of the public contacting the service

Work closely with all staffing teams within the service, offering administrative support where required and directed by the ODM and Management staff

Develop a good awareness of the issues facing people with mental health problems, treating people with respect at all times

Specific Take a lead role in the administration of processes relating to referral and outcome processes

of service users Administrative support for Locality Managers across the NIHCSS contract Receive and acknowledge receipt of referrals, forwarding them onto the relevant Locality

Managers and teams. Ensuring that all referrals are assessed within the contracted service level agreement

Co-ordinate team meetings, Partnership Board meetings and Operational Board Meetings - keeping track of actions, managing the agenda and taking minutes

Support the upkeep of shared calendars, spreadsheets, the client record management system and mapping resource of community opportunities

Implementing and promoting organisations policies and procedures with NIHCSS staff Promote, monitor and maintain health and safety and security in the workplace. Including the

completion of site audits and maintenance of Fire, Health and Safety procedures. Manage petty cash systems Budget responsibility for stationery, parking permits, service repairs, facilities and catering. Expense returns for Natwest CC Maintain stationery stocks for all sites across Norfolk

Communication/building and maintaining appropriate relationships

Communicate effectively with individuals from a wide variety of backgrounds and maintain positive and effective relationships with those using the service, staff, the staff of other agencies and the local community

Liaise with clients, suppliers and other external agencies

Contract Quality and Compliance/Record Keeping & IT

Maintain and build upon good working knowledge of IT, and to take full advantage of opportunities to use IT to progress the services we offer

Run reports from the LUMIS system to support contract performance, quality and compliance. Support Locality Managers manage the induction of new NIHCSS staff Including requests for IT

equipment, system Login details, L&D access and ID badges Create weekly reports for the Operation and Development Manager, to support with contract

performance Composition/interpretation of technical documents, reports and presentations

Task planning, personal development & development of the service

Work within set targets and manage time effectively on own initiative and as part of a team Contribute to the aims and continuous improvement of the service, including the commitment to

delivering within a Psychologically Informed Environment (PIE) framework Make a positive contribution to and work constructively within the team, including developing your

own abilities to enhance team performance Support ODM and Locality Managers in the development of the service and reviewing of relevant

procedures, protocols, systems and processes to support contract performance Facilitate promotion of the service through coordinating up-to-date marketing materials and

supporting event management – working alongside marketing and communications department Support ODM to source local external training and liaise with Learning and Development. This

would include booking with training providers, promotion of courses, staff attendance and venue bookings

Personal Assistant to Operations and Development Manager (ODM)

Creating weekly management information reports for ODM Support the Operations and Development Manager to collate and accurately report service

information/data internally and to Commissioners. This will include weekly compliance and performance reporting to NIHCSS Locality Managers

Dealing with potentially sensitive & confidential information discreetly Organisation of internal and external meetings, keeping track of actions, managing the agenda

and taking minutes Conducting research on behalf of ODM Diary and email management and co-ordination Arranging travel and accommodation Processing and filling of expenses Any other reasonable duties as directed by the ODM

Other

Potential management of Administration staff and/or temps Work in a way that ensures the service is delivered in compliance with relevant legislation, the

service values, policies and practices and contractual requirements Carry out any other reasonable duties within the scope of the role as required

Personal Specification

Personal SpecificationE = Essential

D = Desirable

Values

Commitment to equal opportunities and awareness of issues surrounding BME, LGBT and other minority groups E

Actively seeks opportunities for own development and to share skills / knowledge E

Skills / Knowledge / Competencies

Administrator

Experience of supporting a busy service, managing different priorities and organising a high volume of incoming information efficiently E

Responds efficiently and effectively to customer needs, and has a ‘can do’ attitude E

Completes standard letters, forms and records accurately, showing a high standard of IT skills

E

Experience in using client record management systems and/or other IT software to produce reports, spreadsheets and presentations

E

Ability to suggest improvements to team processes as they relate service delivery and performance

E

Ability to work independently, using initiative when unsupervised E

Delivering Support

Experience of working within and supporting the development of a Psychologically Informed Environment D

Communication / building and maintaining appropriate relationships

Excellent communication skills and the ability to deal tactfully and sensitively with a range of people, including being assertive when necessary E

Ability to liaise and communicate well, both orally and in writing, with health professionals, general public, other providers and be assertive where necessary E

Information / Record Keeping and IT

Excellent IT skills including use of Microsoft Office, shared calendars and the internet. To produce reports, documents and presentations on Excel, power point, access and word.

E

Willing and able to engage with IT systems, including a client record management system, on a daily basis E

Ability to accurately and efficiently maintain appropriate records E

Ability to manipulate complex data to produce reports and presentations E

Task planning and time management

Ability to manage a busy workload, work on own initiative, prioritise work, meet E

Personal SpecificationE = Essential

D = Desirable

deadlines and make autonomous decisions where needed

PA to Operations and Development Manager

Knowledge and experience of working with confidentiality and sensitive staff/contract information E

Pro-active ‘can-do’ approach to workload, identifying areas of support outside of specified job description E

Outlook email and diary management, minute taking, producing statistical reports for ODM, Locality Managers and Commissioners E

Excellent organisational and time management skills, ability to stay focused on different tasks, and use your time, energy and strengths effectively and efficiently E

Other

Confident in making decisions within job scope but able to defer to line manager as appropriate

E

Ability to adhere to all relevant policies and procedures including confidentiality, equal opportunities and diversity E

Willing to learn, through training, supervision and day-to-day experience E