Referral Administrator
Part-Time 18.5 hrs (0.5 FTE) per week
Salary 23,000 (FTE) per annum
This post is offered on a fixed-term contract for 12 months, with possible extension beyond this dependent upon funding.
Role:
Join our clients team as an administrator, responsible for providing a comprehensive, confidential and professional support service and acting as the single point of contact for their incoming referrals from external agencies including the National Probation Service, Police, Social Services, Schools as well as self-referrals.
This role is also the key liaison point between the Programme Manager, team members, partner agencies and volunteers. The lynchpin of the team, you will be responsible for overseeing and monitoring the case management system, ensuring prompt and efficient transfer of information, keeping good lines of communication open and ensuring the efficient working and throughput of cases. You will be handling sensitive and personal information on the clients we support, therefore ensuring confidentiality and security of information at all times is paramount.
This is a rewarding and interesting role where you will be required to work closely with Probation Officers, Schools, Police and other partners. You will be working within a collaborative, supportive and friendly team in comfortable offices in Aston Sandford, Aylesbury, Buckinghamshire.
Responsibilities & Key Tasks:
- Act as the Single Point of Contact for all referrals
- Manage the referral intake process – to receive referrals, record & allocate cases, monitor and report back to the Programme Manager on cases undertaken and track progress.
- Ensure service users are contacted within expected timeframes
- Request paperwork and progress chasing action and updates appropriately
- Maintain the referral database producing performance management reports for evaluation at the request of the Programme Manager
- Work closely in partnership with delivery partners to coordinate processes and activity and maintain productive working relationships
- Liaise with internal team members for timely cross-referral to other Partnership support programmes or onward referral to external services if needed
- Undertake a wider coordinating and support function to include meeting organising /attending minute taking, general assistance during presentations, call screening, dealing with enquiries and requests, handling incoming emails and post (often corresponding on behalf of the Service Manager)
- Research and data collating as requested and presenting findings
- Production of documents, briefing papers, training materials, reports and presentations as well as other general administrative/secretarial support where required
- Assist in coordinating the programme's financial requirements (such as ensuring staff expenses are sent in on time, and helping with accounts and budgets as instructed by the Programme Manager)
- Provide information, logistical and procedural support to a pool of volunteers
- Support the development of infrastructure and systems
Skills, Knowledge and Abilities
You'll need to show
- Excellent verbal and written communication skills with an ability to liaise with staff, colleagues, volunteers and service users, across agencies and at all levels.
- Confidence in dealing sensitively with a wide range of people on the telephone
- Sound organisational skills & demonstrable experience in a coordinating/administrative role
- Excellent Computer Literacy/IT skills (MS Office, Excel, PowerPoint) and understanding of case management systems
- Ability to work as part of a team and to liaise efficiently and professionally with staff from other agencies
- Ability to collect and share information effectively
- Able to handle and manage confidential data, maintaining up-to-date records/client contacts in line with data protection guidelines
- Ability to work under pressure and to tight deadlines
- Flexible approach to duties and able to use initiative and work unsupervised
- Driving Licence, with own transport, and flexibility to travel occasionally to other locations within the Thames Valley
- Able to attend meetings away from the office base and occasionally in the evenings
Apply today with an up to date CV.