About us
The Locality Administration Team provide a frontline service and administration support to Adult Services Teams based at Canolfan Ty Jenner, Contact One Vale and Llanfair Unit. As primary contacts for the Adult Teams we process referrals into the service and administer waiting lists allowing a smooth transfer of work and timely allocations. we provide monthly statistical information, update citizen records and action closures. We assist Team Mangers with HR processes to enable the Teams to function and provide full administration support to social workers, occupational therapists and social care officers in order for the service to run appropriately
Ambitious - Forward thinking, embracing new ways of working and investing in our future.
Open - Open to different ideas and being accountable for the decisions we take.
Together - Working together as a team that engages with our customers and partners, respects diversity and is committed to quality services.
Proud - Proud of the Vale of Glamorgan; proud to serve our communities and to be part of the Vale of Glamorgan Council
About the role
Pay Details: Grade 4 SCP 5-7 £25,583-£26,403 Pro Rata £13.26 - £13.69 Per Hour
Main Place of Work: Canolfan Ty Jenner, Barry
Duties to include:
1. To provide a front line reception service to Adult Services bases ie answering the telephone, dealing with visitors to the base, processing incoming post, receiving deliveries.
2. Creating and maintaining electronic systems to log and track information eg Excel spreadsheets, databases, for the purposes of reporting and redacting information as required by Vale Team and Senior Management, Local Health Board, Welsh Government
3. As the primary contacts for the Team, responsible for processing all referrals received ie preparing information for screening, updating WCCIS client database and administering / monitoring waiting list systems, maintaining a high level of quality assurance in accordance with the current protocols.
4. Collate, monitor and provide waiting list information for weekly allocation meetings in order for cases to be allocated efficiently on a priority basis.
5. Maintenance of computerised record systems WCCIS, TRIM / Content Manager, Paris to include updating referral statuses and allocations, amending core demographics, recording Mental Health Act statuses and Impairments, data cleansing.
6. To prepare and send correspondence such as waiting list, review status and discharge letters, care plans as per statutory requirements, assessments, visual impairment registration cards, small items of equipment via post room, Hybrid mail system and secure email adhering to GDPR regulations.
About you
You will need:
7. Experience of working in a busy office and meeting deadlines
8. Experience of working with computerised information systems
9. Experience of team working.
10. Good all-round computer knowledge, including computer-based information systems (Microsoft Access, Excel)
11. Good communication skills
12. Good interpersonal skills
13. Ability to manage and retrieve information.
14. Ability to prioritise workloads and work under pressure
15. Ability to work in a constantly changing environment.
16. 4 G.C.S.E. English & Mathematics (or equivalent)
17. Team worker
18. A commitment to excellence in public services
19. Commitment to equal opportunities and customer service
20. Ability to use initiative
21. self-motivated
22. Ability to work under pressure and to deadlines
23. Willingness to undertake training
24. Ability to drive/travel throughout the Vale or between locations as appropriate
25. Ability to respond to the changing needs of the post