Overview

The Administrator is responsible for providing a comprehensive business administration
service to support the Integrated Substance Misuse Team (ISMT). The service is designed to
deliver psychosocial interventions, Clinical interventions and accredited treatment
programmes for offenders coming into prison that are identified as having a drug or alcohol
problem.

You will be responsible for contributing and monitoring the targets set by Forward and the
local commissioners. One of the key targets will be measuring outcomes, so co-operative
working relationships with other partner agencies is vital to this role (example clinical teams).
The purpose of this post is to ensure the smooth administration of the service, encompassing
some secretarial duties, data entry collection and monitoring systems.

What you will be doing?

 To work with Microsoft Excel, Word, Outlook and C-Nomis.
 To be responsible for answering the general office telephone and dealing with
enquiries as appropriate. Using own initiative when dealing with a range of subjects in
a courteous and efficient manner, whether in person, writing or telephone, always
taking client confidentiality into consideration.
 To assist with filing and maintenance of ISMT administration records in an orderly and
user-friendly system.
 To co-ordinate and liaise all relevant communications between Head Office and the
Project.
 To coordinate attendance and invite letters, along with maintaining the programmes
databases, in conjunction with the Deputy Programmes Manager. Ensuring
participants are recorded and are paid via C-Nomis and reports are collated and
distributed as necessary.
 To take minutes in team meetings, in post programme reviews and when required by
the Data Control manager.
 To liaise, where appropriate, with relevant prison departments, including clinical
partners.
 Order stock items and maintain adequate supplies of stationery and other office
consumables. Investigate and pursue quotations for management attention. Order
individual non-stock items ensuring that Forward standards and Guidance are strictly
adhered to. Also to ensure that all office equipment is in working order.
 Engage positively in team meetings and supervision sessions as required by the Data
Control Manager.
 Informing the prison of visitors expected, via a gate memo, and escorting on arrival.
 Opening and distribution of external and internal post, ensuring outgoing mail is
delivered to the post room in a timely manner.
 To maintain confidentiality and data protection principles, raising any issues with the
Deputy Manager as appropriate.

What we are looking for?

Knowledge, Skills and Experience

 An intermediate certification or demonstrable experience in Microsoft packages.
 A minimum of nine months experience of providing administrative support within a
large team, demonstrating ability to work in a pressured environment.
 Strong experience working with data surrounding drug and alcohol treatment –
knowledge of NDTMS or other related Experience.
 Experience of accurately collating statistical information, with an attention to detail
and report writing.
 Experience of developing, implementing or maintaining large databases and
managing administrative tasks associated with them.
 Excellent written and verbal communication skills, with the ability to deal with people
of all levels and to work on own initiative in preparing correspondence.
 Willingness to develop an understanding of the aims of Forward and support the
organisations ethos.

What we offer

Training opportunities and career development
Flexible working
Season Ticket Loan Scheme
Cycle to work scheme
25 days (rising to 30 with length of service) Annual Leave plus Bank Holidays
Contributory Pension Scheme – Employer matched contributions of up to 6% in the first two years’ service and up to 9% thereafter
Death in Service Payment (2x annual salary)
Critical Illness Insurance (subject to qualifying criteria)

Person specification

Administrator