GDAS Service Support and Buidlings Coordinator

LLOYD'S REGISTER INTERNATIONAL; Caerphilly; On-site; GBP 22,000 - 27,000; Full time

Job summary

Gwent Drug and Alcohol Service (GDAS) in Caerphilly seeks a proactive Service Support and Buildings Coordinator to manage reception, admin duties, and facilities across GDAS buildings. The role involves coordinating room bookings, handling referrals, data entry, and supporting service users with a welcoming environment.

The post requires flexibility, weekend/evening work as needed, and a full driving licence for travel across Gwent. Training will cover data reporting, filing, and office systems.

Qualifications

• Experience in reception or service support roles.
• Proficiency in Microsoft Office applications (Excel/Word).
• Experience with data entry and reporting.
• Knowledge of safeguarding procedures.

Responsibilities

• Provide a quality experience for service users by offering welcoming assistance.
• Support logistics/operations and provide facility and office management duties.
• Meet and greet service users and manage registration into appointments.
• Handle enquiries and referrals via phone and email; book Initial Assessments.
• Ensure reception duties during planned absences and maintain a safe working environment.
• Manage stock levels for needles exchange and monitor stock safety.

Job description

Service Support and Buildings Coordinator

GDAS

Job Description

Service Support and Buildings Coordinator

Gwent Drug and Alcohol Service (GDAS)

Caerphilly.

St Fagans House, St Fagans Street, Caerphilly, CF83 1FZ

35 hours per week. Weekend and evening work required, as needed.

£24,479 per annum.

GDAS Team Leader

No direct reports

Permanent, in line with funding.

The Gwent Drug and Alcohol service provides support to individuals and families affected by substance use across all 5 local authorities. As part of our service re-launch, we are recruiting for new roles across the service that align with the vision of the Gwent APB Substance Misuse Commissioning Team.

We are seeking empathetic and dedicated individuals with experiences from a range of sectors to join us in establishing a new, innovative drug and alcohol treatment service. We welcome people with experience of working not just in substance misuse - but in housing, mental health, primary care, secondary care, youth services, probation and other sectors that have transferable skills. We welcome individuals with their own lived experience of drug and alcohol use and/or mental health and from those who have supported others with lived experience.

• Provide a quality experience for service users accessing GDAS buildings/services by offering responsive and welcoming assistance
• Support the smooth running of assigned base(s) by supporting logistics/operations and providing facility and office management duties.
• Meet and greet service users attending GDAS buildings, providing a warm and welcoming environment.
• Assist in the handling and processing of all enquiries and referrals via the Single Point of Contact phone line and email address. This includes taking referrals, screening, completing and processing referral paperwork, and booking service users into Initial Assessment appointments or signposting through the pathway as required.
• Ensure that telephone calls from outside agencies, service users and internal staff are dealt with promptly and courteously, transferring calls to appropriate personnel when necessary.
• Ensure reception duties are covered in periods of planned absence from the building.
• Deliver Needle Exchange and support in monitoring stock levels.
• Take prompt action in response to any drug alert bulletins that may be received from time to time.Support in the operations and management of GDAS buildings and resources
• Under the guidance of the Team Leader/Service Manager ensure that any issues identified with the building are reported and managed appropriately.
• Monitoring and order office stationery and medical supplies.
• Carry out building health and safety checks and risk assessments.
• Conduct buildings inductions for new starters.
• Monitor and co-ordinate key-holder resources and responsibilities.
• Ensure that the building is kept in good order.
• Support the service manager in maintaining systems for invoices.
• Maintain petty cash systems.General administrative / office duties
• Distribute incoming/outgoing mail as required.
• Attend and minute relevant meetings and forums as requested.
• Manage an effective filing and archiving system to ensure that all documents are kept in an orderly manner and undertake filing and archiving.
• Ensure that admin, record-keeping and communication within the project are maintained.
• Assist in the servicing and maintenance of office equipment (e.g. fax machine, photo-copier).
• Photocopying as required, collating, laminating and binding of report documents when necessary.
• Liaise with GDAS central teamData recording and reporting:
• Participate in service audits or and data collection.
• Oversee data entry on case management systems by keeping the Service Manager and Data quality manager abreast of data issues.
• Preparation, collation and entry of statistical data.
• Preparation of data and/or creation of data reports as required.
• Update case notes regarding appointments and messages. Support for the Staff Teams:
• Book appointments for the community service team.
• Be responsible for appointment letters for the community service team.
• Support the community service team preparing new files.
• Support the community service team in managing their diaries.
• Co-ordinate room bookings for training and meetings as required.Other
• Ensure sound joint working practice to deliver an integrated holistic care pathway by working as required with other GDAS disciplines and teams.
• Communicate host organisation and GDAS vision and deliver upon mission, corporate strategy and business plans.
• Ensure sound joint working practice to deliver an integrated holistic care pathway by working as required with other GDAS disciplines and teams.
• Take up arrangements for support and participate in all relevant internal meetings.
• Undertake other reasonable duties as requested but which may not be specified within the job description.

Expected to meet basic skills in numeracy and literacy.

Qualification in IT/Microsoft Office applications especially Excel or Word.

Proficiency in IT packages, including Word, Access and Excel

Knowledge and experience of general office procedure and administrative duties

Reception / Service Support and Buildings Coordinator experience

Experience of maintaining databases and other data management systems.

Trained to use Palbase

Experience of Microsoft 365

Experience of analysing data and compiling detailed reports

Experience of working as part of a multi-disciplinary team.

Experience of working in a social care setting

Experience of working within the field of substance misuse

Customer service experience

Knowledge of ACE informed practice

Knowledge of safeguarding procedures.

Empathic

Positive Attitude

Unconditional positive regard

Ability to work in partnership with those who use our services

Ability to work autonomously and as part of a team

Effective communication skills

Personal drive and resilience

Quality & Compliance Focus

Organised &structuredapproach to work

Ability to manage time effectively

The post holder will be required to work flexibly around the needs of the people who use our services. This may include work at multiple locations and flexible working hours outside of the normal working week and may include weekends.

This role involves travel across Gwent to offices and community settings (with occasional possibility of transporting volunteers/clients). Therefore, the post holder is required to have a full current driving licence, permitting them to drive their vehicle in the UK, and have fullaccess to their own personal mode of transportwhich is insured for business use.

Initiative and creativity

Supports a Recovery and Harm Reduction ethos

Commitment to uphold theGDAS values (above)