GDAS Service Support and Buidlings Coordinator

Barod; Caerphilly; Hybrid; GBP 22,000 - 27,000; Full time

Job summary

Gwent Drug and Alcohol Service (GDAS) in Caerphilly is recruiting a Service Support and Buildings Coordinator to ensure a welcoming reception, efficient admin and smooth building operations.

The role involves managing reception inquiries, coordinating room bookings, maintaining filing systems and data reports, and supporting service delivery across GDAS buildings and resources. Flexible hours and weekend work are expected as part of service needs.

Qualifications

• 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.

Responsibilities

• Meet and greet service users attending GDAS buildings, providing a warm and welcoming environment.
• Assist in handling enquiries and referrals via phone and email, book Initial Assessment appointments.
• Ensure reception duties are covered during planned absences.
• Carry out building health and safety checks and risk assessments.
• Data entry and reporting on case management systems.

Skills

Reception skills

IT literacy

Tools

Palbase

Microsoft 365

Excel

Word

Access

Job description

GDAS Service Support and Buidlings Coordinator

Service Support and Buildings Coordinator

GDAS

Job Description

Role

Service Support and Buildings Coordinator

Service

Gwent Drug and Alcohol Service (GDAS)

Location:

Caerphilly.

Barod Base:

Hours:

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

£24,479 per annum.

Reports to:

Team Members Reporting to Job Holder:

Contract:

Permanent, in line with funding.

THE SERVICE

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.

GDAS Values

GDAS is delivered in consortium with 3 of Wales largest substance misuse providers; Kaleidoscope, Barod and G4S.

The uniqueness of our shared experience is reflected in the following aims for the life of the new contract for the benefit of Gwent communities:

• To share our individual specialisms and best practice to enhance our integrated service delivery
• To commit to and drive innovation in order to ensure we are constantly improving our treatment offer
• To embrace a culture of candour, using lessons learnt as an opportunity to reflect on and improve our systems
• To embrace the principles of the Healthier Wales Strategy, collaborating with our social care partners and service users to create a seamless whole system approach that focuses on improving health and wellbeing
• To recognise and respond to the movement of individuals across open access and criminal justice pathways by using our knowledge of both Gwent and national criminal justice strategic direction and priorities

ROLE PURPOSE

Role Purpose:

• 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.

MAIN DUTIES AND RESPONSIBILITIES

Reception and First Point of Contact 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.
• 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 team

• Data 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.

PERSON SPECIFICATION

Ideally all these requirements must be met by the candidate on appointment.However, in certain circumstances, a candidate may be appointed who does not meet a particular requirement. This is providing that the shortfall can be made good in a reasonable time, and the candidate brings other skills, knowledge or experience which are valuable to the role and the Organisation.

Qualifications and training

Expected to meet basic skills in numeracy and literacy.

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

Role-related knowledge, skills and experience

Proficiency in IT packages, including Word, Accessand 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

Knowledge of ACE informed practice

Knowledge of safeguarding procedures.

Interpersonal skills

Empathic

Unconditional positive regard

Ability to work in partnership with those who use our services

Ability to work autonomously and as part of a team

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

Personal Attributes

Commitment to uphold theGDAS values (above)

GDAS Service Support and Buidlings Coordinator