Issued with contracts July 2008
Job description and Person Specification
CUMBRIA COUNTY COUNCIL CHILDREN’S SERVICES DIRECTORATE
POST TITLE: RESPONSIBLE TO: RESPONSIBLE FOR:
GRADE: COMMON VALUE:
Business Support Administrator Bright Future Treatment Foster Care Programme Manager Business Support: Team Leader Provision of efficient and effective Administrative support for Bright Future Treatment foster care. Scale 4 To ensure that the needs of children are central to decision making and that the Best for Every Child results from actions taken
1. PURPOSE OF THE JOB 1.1 To assist the Programme Manager, Programme Supervisor and Bright Future Team to ensure an efficient, effective and confidential service is provided to the staff and foster carers supporting the delivery of Multidimensional Treatment Foster Care (MTFC). 1.2 To act as the initial point of contact for enquiries from potential foster carers during recruitment campaigns; including providing verbal and written information on Bright Future, recording their eligibility according to set criteria and entering expressions of interest on a database. 1.3 To undertake the daily completion of Parent Daily Records through telephone contact with the foster carers, input the information on the National database for tracking purposes and alert the clinical team of potential placement pressures. 1.4 To monitor and manage the relevant documentation associated with payment of foster carer fees. 1.5 To co-ordinate in consultation with the team, quarterly newsletters to ensure that carers are kept up to date with information. 1.6 To co-ordinate in consultation with the team, all information for children and young people to support them in progression through the programme. 1.7 To establish and maintain records in accordance with the Fostering Service Regulations and National Minimum Standards for Fostering Service 2002. 1.8 To be part of the wider Business Support Team ensuring that all systems and processes are maintained and developed to meet the performance 1
Issued with contracts July 2008
needs of the service; to provide a fully responsive and flexible business support service within the department. 2. PRINCIPAL ACCOUNTABILITIES 2.1 Manage personal and administrative support to the Programme Manager and Programme Supervisor including diary management, screening telephone calls providing informed and sensitive responses and giving information to callers and visitors; and by assisting in planning management workload. 2.2 To arrange venues and service the Bright Future Clinical and Foster Carer meetings on a weekly basis including the updating of behaviour programmes in respect of each child in placement. 2.3 Attend and minute meetings, prepare papers when required and/or gather/research information to ensure the Programme Manager and Programme Supervisor are fully briefed as required. 2.4 Manage and coordinate meetings, travel, conferences and accommodation as necessary, obtaining quotes for the facilities required to ensure best value for money. 2.5 Liaise with officers of Children’s Services, other Directorates of the County Council, other partners, external authorities and voluntary agencies as necessary to ensure good communication and efficient service delivery. 2.6 To support the Foster Care Recruiter/Consultant to prepare submissions to the Fostering Panel including collation of Form F assessments and annual reviews. 2.7 To arrange and record on database all statutory and related checks as required for foster carers. 2.8 Manage, develop, control and maintain children and foster carers databases in order to provide high quality statistical information to enable returns (including Performance Management) to be made so as to enhance effective management of the Service. 2.9 Manage, develop, control and maintain the databases in order to provide high quality financial information so as to enhance effective management of the Service. 2.10 To order stationery, furniture, equipment as required for the team. 2.11 Manage, develop, control and maintain spreadsheets, complete statistical returns. Arrange for payment of invoices and advise of any significant increases. Inform of any anomalies so as to enhance effective management of the Service.
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Issued with contracts July 2008
2.12 Monitor and control systems for the management of the budget(s) so as to ensure effective and efficient budgetary control. 2.13 Develop efficient and effective systems and procedures to meet service requirements and to enable the quick retrieval of relevant and accurate information to assist in the management of the Service. 2.14 Undertake individual projects and research, as directed by and in support of the manager in fulfilling his/her corporate responsibilities. 2.15 To maintain the Bright Future team calendar and make team appointments. 2.16 To liaise with the National MTFC Team to ensure adherence to the MTFC model, gathering data and contributing to national evaluation of the project as required. 2.17 To participate in national and local training as necessary. 2.18 Support the Programme Manager in developing and delivering corporate service strategies and plans by facilitating contact with elected members and ensuring that all committee and Council papers are prepared to the required corporate standards 2.19 To undertake any other specific areas of work relating to the efficient and effective operation of the service as may be reasonably required, ensuring compliance with statutory obligations and service standards within the specified timescales. 3. KEY TASKS Requirements for all Business Support Staff within Cumbria County Council’s Children’s Service 3.1 To operate within the County Council’s Strategy and Performance Plan and the Children’s Services Development Plan, ensuring value for money, accessibility, responsiveness and accountability at all times whilst caring for people and communities. 3.2 To ensure that primacy is given to the needs of service users as interpreted by the Programme Supervisor, Programme Manager, Head of Service and other Senior Managers. 3.3 To establish and maintain good corporate relationships with other Directorates and Agencies to ensure that appropriate advice and resources are available when required and that coordinated services are available to the public. 3.4 To act corporately with colleagues involved in the administration of services to service users so as to promote uniformity of practice and policy interpretation across the County. 3
Issued with contracts July 2008
3.5 To contribute to the totality of the aims and objectives set out in the Children’s Services Development Plans in a flexible manner at all times. 3.6 To develop and maintain good relationships with colleagues, other and external agencies so as to promote compatibility and excellence of administrative practices and communications between establishments and Children’s Services, and to promote the policies of the County Council. 3.7 To maintain service standards relating to word processing, ensuring uniformity of layout and style consistent with the policies and practices of the County Council and Children’s Services. 4. MAGNITUDE OF THE JOB 4.1The post holder will be responsible; in addition to the tasks at 2.7 for ensuring monthly budget monitoring information is available to the Senior Manager for monitoring purposes. Scope of the Post This post will work within an integrated management structure, working for both Programme Manager (tasks and functions) and Programme Supervisor (Clinical Management). The post holder will also provide specific support to the Bright Future Team as outlined above. Core Principles A shared commitment to resolving differences working in partnership with others to reach desired outcomes Independent thinkers who are not constrained by their perceived descriptions of their duties and their roles Enables specialisation to be shared to increase and transfer knowledge to others Requires Effective communication tools and techniques whilst working across task commitments Respect and no preciousness of expertise Clear lines of management for accountability and responsibility of tasks Flexibility across services, task and geographical boundaries
Equal Opportunities All employees have a responsibility to understand and abide by the obligations laid down in the Council’s Equal Opportunities Policies
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Issued with contracts July 2008
Health and Safety All individuals have a responsibility for their own health and safety and that of others who may be affected by their acts or omissions. In addition, supervisors have responsibility to ensure that, on a day to day basis, work is conducted within the framework of all local guidelines and policy. Managers are responsible for implementing the County Council’s Health, Safety and Welfare Policy within their area of concern. Respect and Dignity Cumbria County Council is committed to eliminating bullying in the workplace. The County Council’s Dignity and Respect initiative is expected to shape the behaviour of all staff Other Duties The post holder may be required to perform duties other than those given in the job description for the post. The particular duties and responsibilities attached to the posts may vary from time to time without changing the general character of duties or the level of responsibility entailed. Such variations are a common occurrence and would not, of themselves, justify the re-evaluation of the post. In cases, however, where a permanent and substantial change in the duties and responsibilities of the post occurs, consistent with a higher level of responsibility, then the post would be eligible for re-evaluation. (Officers temporarily undertaking duties are covered by NJC Conditions of Service, Section 3 Para 35) Criminal Records Bureau The nature of work belonging to certain posts requires that the post holder has undergone checks by the Criminal Records Bureau and has the relevant level of disclosure. Policy and Practice To comply with Cumbria County Councils Policy and Procedures on: Health and Safety National Regulations for Fostering and Children Looked After (CLA) Equal Opportunities
The job description is provided to assist the post holder to understand what his or her duties are and may be amended from time to time without change to the level of responsibilities appropriate to the grade of post.
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Issued with contracts July 2008
CHILDREN’S SERVICES DIRECTORATE PERSON SPECIFICATION FORM DEPARTMENT JOB TITLE DATE PREPARED Children’s Services – Foster Care Business Support Administrator Bright Future Team January 2009
CRITERIA
ESSENTIAL
DESIRABLE
QUALIFICATION TRAINING COMPETENCIES
BTEC Ordinary/NVQ Level 3 in Business Studies/ Admin. or equivalent OCR Level 2 Typing/Word Processing qualification. Willingness to acquire appropriate levels of IT skills & further training in administration
Recognised IT qualification. OCR III (Advanced) Keyboard skills or equivalent.
RELEVANT EXPERIENCE
Experience of administration work in an office including devising, implementing monitoring and maintaining accurate admin systems. Experience of setting up and developing spreadsheets and databases. Ability to communicate effectively orally and in writing.
Local government experience. Equal Opportunities/ selection/recruitment training Experience of servicing meetings. Experience of diary maintenance. Experience of organizing training courses. Experience of budget monitoring and financial administration
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Issued with contracts July 2008
KNOWLEDGE
Working knowledge of Microsoft 2003 computer packages (including Access, Excel, Word, Outlook 2003 and PowerPoint)
Knowledge of policies and procedures and financial regulations. Understanding of Data Protection Act.
A knowledge and understanding of dealing sensitively and appropriately with sensitive information and sensitive clients.
Knowledge of Health & Safety issues within offices. Understanding of the Children’s Act 2004
PERSONAL SKILLS
Ability to make quick and accurate decisions when faced with limited information. Ability to work within strict timescales and deadlines. Ability to work effectively under pressure and cope with a stressful environment. Ability to work on own initiative but within prescribed guidelines. Ability to communicate in writing and face-to-face with foster carers, colleagues, Senior Managers & external parties so that effective working relationships are maintained to a high standard.
OTHER RELEVANT FACTORS
Respect of confidentiality. Ability to travel independently. A commitment to children and the Directorate’s Vision of improving their life chances.
A willingness to accommodate pressure in work through occasionally working additional hours.
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