Job Title: Service Administrator

Salary: Grade D - £24,765 Rising to £25,116

Organisation: Alabaré

Location: Wiltshire, with offices in Salisbury and North Wiltshire

Reporting to: Locality Manager

Job Summary:

Alabaré is seeking a highly motivated and flexible Service Administrator to support
the Access Community Mental Health Service. This role is integral to the multi-
disciplinary team, providing crucial administrative support and fostering strong
relationships with partner organisations, including AWP and the wider third sector.

The Role:

The Service Administrator will support relationships within the multi-disciplinary
team, working from offices embedded in the local community and networking with
partners. The role involves providing comprehensive administrative support to the
Access Team, working closely with the Locality Manager.

The post holder will be expected to work without direct supervision, manage their
own workload, maintain diaries, arrange meetings, take formal minutes, and keep
accurate records using the most up-to-date templates. They will work with partners
and colleagues to ensure the provision of a trauma-informed and culturally inclusive
service, supporting all communities in the locality, particularly those experiencing the
greatest inequalities.

We welcome applications from people who have experience of living with mental
health challenges, using mental health services or caring for people with mental
health challenges.

Key Responsibilities:

Administrative Support:

•  Provide efficient and effective administrative support to the multi-disciplinary
team and the Locality Manager, ensuring the smooth day-to-day running of
the service.

•  Be highly motivated, flexible, and multi-skilled with excellent organisational

skills, working to high standards.

APRIL 2025

1

•  Manage the input of personal details from people and uploading them onto
the electronic client record system (Rio/Inform) accurately and in a timely
manner.

•  Meet deadlines, collate data, and maintain standards relating to administrative
processes, producing accurate reports, correspondence, and documentation
to specified regular deadlines.

•  Work effectively within a team and share work where appropriate, maintaining

effective communication within the team.

Partnership and Collaboration:

•  Build and maintain strong working relationships with a broad range of internal
and external stakeholders, including AWP, to develop partner engagement
and understanding of the service.

•  Support the Locality Manager in the day-to-day running of the service,

contributing to the wider BSW services.

•  Work with partners and colleagues to ensure the provision of a trauma-

informed and culturally inclusive service, supporting all communities in the
locality, particularly those experiencing the greatest inequalities.

Meetings and Documentation:

•  Set up and coordinate multi-team discussions/shared caseload meetings and

lead on all administrative aspects relating to the service, including diary
management, arranging meetings, and coordinating action logs.

•  Minute multi-team discussions/shared caseload meetings, ensuring minutes

are prepared for approval.

•  Review recommendations for those to be brought into a shared caseload

discussion and identify gaps in information for lead professionals to address
prior to discussion.

•  Maintain necessary documentation to ensure the smooth running of the

service, ensuring governance and confidentiality guidelines and requirements
are fully adhered to, processing all communications appropriately.

•  Assist with the compilation of reports and presentations relevant to the work of

the service.

Service Delivery and Development:

•  Collect feedback from partners and organisations to support the continued

evolution of the model of delivery.

•  Maintain a live Directory of Services with key contacts to ensure appropriate

support can be accessed in a timely manner.

APRIL 2025

2

•  Support the reporting of key performance indicators for the service, in

conjunction with the Partnership Administrator.

Communication:

•  Listen, question, and challenge positively, and encourage others to do so.
•  Ensure that all communication with clients, family, friends, carers, and

supporters is made in a supportive and empathetic way, in line with Alabaré’s
values.

•  Receive and open mail (paper and electronic as necessary) and

distribute/despatch accordingly, ensuring appropriate action is taken with
high-priority items.

•  Demonstrate excellent communication skills, both written and verbal, with a
wide range of people, including the ability to communicate using tact and
persuasive skills where required.

•  Exchange verbal and written information with clients, staff, and carers relating

to appointments, admissions, and meetings.

•  Support the planning and facilitation of stakeholder activities (e.g., workshops,

forums, networking events).

•  Support the sharing of results and celebrating success.
•  Seek and take opportunities to promote the service, attend forums, and build

networks with other VCSE providers.

Client / Service User Care:

•  Build understanding of population health, improving health outcomes and
social wellbeing throughout work undertaken to aid informed decisions

•  Champion co-production with expert clients, carers and the public in

progressing the development of the service approach within the integrating
health and social care system.

Organisation and Planning:

•  Support the Locality Manager to communicate planned service information
fully with relevant stakeholders and ensure that agreed timetables and
deadlines are met

•  Collate and support accurate and timely reporting of progress with the

provision of performance against targets for the agreed key performance
indicators, providing data and outcomes oversight and measures for
improvement under direction of the locality manager

•  Keep accurate logs of risks and issues ensuring mitigating actions are agreed

with stakeholders and implemented accordingly

APRIL 2025

3

•  Appropriately escalate issues affecting service delivery to the Locality

Manager.

•  Provide project management support for specific projects requested by the

Locality Manager

Other Duties:

•  To foster the Mission, Vision, Values and Christian ethos of Alabaré in a

responsible and positive way on all occasions.

•  Work towards the outcomes outlined in the Charity’s Strategy for Growth and

Resilience 2025-30.

•  We reserve the right to ask you from time to time to undertake any other

reasonable duties as required within this role.

•  To adhere to the list of general duties contained within the staff handbook.
•  To be committed to safeguarding children and young people and vulnerable
adults in line with Alabaré, Local Children’s Safeguarding Board and Adult
Care guidelines.

The purpose of this job description is to indicate the general level of responsibility and
standards expected of the post.  The detailed duties may vary or develop over time
according to needs without changing the nature or level of responsibility of the post.

The job role as described will be reviewed from time to time and where necessary be
amended. This Job Description also forms the basis at the annual discussion of the Charity’s
Appraisal Programme.

Name…………………………………………………………..

Signed ………………………..……………………………….

Date……………………………………………………………

Alabaré Registered in England No. 2604011  Registered Charity No. 1006504
Head Office: Riverside House, 2 Watt Road, Salisbury SP2 7UD

APRIL 2025

4

PERSON SPECIFICATION

Essential

Desirable

▪  Experience of using a
client/care records
system, e.g. RiO

▪  Use of database systems

▪  Experience of working in
the voluntary / health
sector

Skills

▪  Numeracy and literacy to GCSE

level/NVQ 2 or equivalent

▪  Working knowledge of Microsoft Office
systems and have the ability to create
Word and Excel and Outlook
documents for emails, letters, reports,
spreadsheets, graphs

▪  Proven administrative skills, including
ability to deal with multiple tasks and
deadlines

▪  Ability to take and present accurate

minutes

▪  Be able to communicate effectively at all

levels

▪  Strong customer care skills
▪  Flexible and able to adapt to change
▪  Understanding of office health and

safety regulations

▪  Demonstrable understanding of the

principles of confidentiality

▪  Understanding of cash

Knowledge

Experience

handling/financial record keeping
▪  Proven experience of working on own

initiative and as part of a team
▪  Proven experience of providing
administration support in a team
environment

▪  Experience of setting up filing and other

office systems

Values

▪  Commitment to diversity and equal

opportunities at work

▪  Ability and motivation to work with a

Recovery focused approach
▪  Demonstrates a non-judgemental

approach to issues of mental wellbeing

APRIL 2025

5