Reception administrator Reports to: Team Leader Salary / Grade: £23088 per annum (real living wage 12ph) Location: 2-10 Holton Road, Barry CF63 4HD Hours: 37 hours per week. Monday – Friday with some weekend and evening hours as required. Contract Type: Permanent, in line with funding Background and Service CAVDAS brings together established, experienced, well-respected providers of drug and alcohol support services, so it’s easier for people to find and get the help they need. Each organisation brings its own set of specialisms to the Alliance, and we also have a very strong peer support team. This means every individual can have the right help to get where they want to be at every step, and it means we can easily further develop services as required. The Alliance is made up of Kaleidoscope, Recovery Cymru, Barod and, uniquely, the commissioning body Cardiff and Vale Substance Misuse Area Planning Board and has strategic partnerships with Pobl and G4S. Individual supervision will be provided six weekly in line with CAVDAS partner organisation policy. Purpose of the role: Welcome guests and greet individuals accessing services. Offer administrative support including diary allocation, stock control, re-directing enquiries and providing a non-judgement and accessible service to existing and potential service users. Your role will act as nominated health and safety rep for the site, liaising as part of a building management team to ensure that maintenance, daily checks and compliance standards are met throughout the location. Key duties and responsibilities: Greet and welcome guests as soon as they arrive on site. Direct visitors to the appropriate person and team. Answer, screen and forward incoming enquiries (email / phone etc). Ensure reception area is welcoming and provides a safe and trauma informed space for individuals to enter. Provide basic and accurate information about service delivery and available support in-person and via phone/email. Receive, sort and distribute daily mail/deliveries. Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges). Order office and service supplies and keep inventory of stock. Update calendars and schedule meetings including vehicle use and parking area. Keep updated records of office expenses and costs. Perform other clerical receptionist duties such as filing, photocopying, transcribing and auditing. Professional Development Maintain and develop personal expertise and knowledge by reading, networking and further training in order to develop professional competence and to contribute to the development of competence within the team. Ensure professional development by seeking regular supervision and annual appraisals. Effectively manage own time and prioritise workload, maintaining own administration and accurate personal records regarding travel, diary appointments, TOIL, and expenses incurred. Service Development Support the continued delivery of a high-quality service in line with the service specification and regional delivery plans. Contribute to the delivery of internal teaching and training programmes. Work collaboratively with colleagues to further develop the service. The post holder will be expected to work in line with the Social Services and Well Being (Wales Act) 2014, and the Violence Against Women Domestic Abuse and Sexual Violence (Wales) Act 2015 to ensure safeguarding of individuals (adult and children) is at the heart of service delivery. A good understanding of confidentiality and information sharing legislation is required with the confidence to act professionally and seek guidance and support from line management and colleagues where appropriate. Vision and Values The post holder will be expected to adhere to and embody Alliance values of TRUST, EXPERIENCE, INNOVATION, AND CO-PRODUCTION in their day-to-day activities working towards the Alliance outcome framework and as part of a wider team. “The Whole is greater than the sum of its parts” This post has been identified as requiring evidence of BBV immunisation status to carry out the role effectively. The role may require the post hold to undertake Dry Blood Spot Testing/ Substance Use Testing/ Working in Needle Exchange or is a clinical role and therefore CAVDAS wishes to ensure that staff are not at risk of infection or transmission of a disease that may affect their own or patient safety. Staff will therefore need to evidence their immunisation history, exemption, or non-responder on commencement of employment or at routine intervals at the request of the Alliance. 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. Essential Desirable Qualifications and training Experience of liaison and networking with a cross section of agencies and individuals. Administration / data base management Competent in office 365, Excel, Word. Relevant qualifications Knowledge of the local areas and communities Awareness of other services available to substance/alcohol users. Role-related knowledge, skills and experience Good written and verbal communication skills. Good interpersonal skills. Good time management, organisational and administrative skills. Experience of compiling data for reports and analysis. Understanding of the issues and problems affecting service users. Experience of working within the field of substance/alcohol use Experience and knowledge of social media and marketing tools. Interpersonal skills Commitment to working in a non-judgemental, anti-discriminatory and flexible way, within a harm reduction framework. Dynamic, enthusiastic, self-motivated and flexible. Ability to work under pressure. The ability to work autonomously - within the bounds of accountability to the line manager. The ability to establish rapport and relationships of trust with individuals from all backgrounds. The ability to work within professional boundaries. Welsh Speaker You will need to provide evidence of your COVID-19 vaccination status; we strongly advise that both vaccinations, plus any booster vaccinations are received (unless you have reasonable grounds, e.g., you are medically exempt).