Candidate Information Pack

Administrator Based: HMP Exeter Hours: Full time, 35 hours per week Salary: £17,675 - £18,685 per annum dependent on experience Contract: Permanent Reference Number: 70.19 Closing Date: Noon, Wednesday 25th September 2019 EDP is committed to safeguarding and promoting the welfare of vulnerable adults and expects all employees and volunteers to share this commitment. Candidates are subject to additional checks including DBS (to the appropriate level) and to prison vetting (depending on the location) – details will be specified as part of the vacancy details. Outcomes of these additional checks will be considered before any offer/appointment is confirmed.

EDP Drug & Alcohol Services is a registered charity limited by guarantee | Company number 2145656 | Charity number

297370

Registered in England and Wales: Stratus House, Emperor Way, Exeter Business Park, Exeter, Devon, EX1 3QS

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Contents of Your Candidate Pack Thank you for your interest in a current opportunity within EDP. This pack has been designed to provide you with more information and details about working for EDP and the role you are interested in applying for. Please read the pack and also browse our website at www.edp.org.uk prior to completing your application. Within this pack you will find: - Introduction to EDP - Our Vision and Values - Job Information and Details - Our Offer to You - The Benefits of Working at EDP - How to Apply - What Happens Next

Completed Applications should be sent either to recruitment@edp.org.uk Or by post to: Human Resources, EDP Drug and Alcohol Services, 3rd Floor, Beaufort House, 51 New North Road, Exeter, Devon, EX4 4EP

Queries or Additional Information If you have any queries, please contact the HR team either on 07525 796 329 or by email at recruitment@edp.org.uk If you require these vacancy details in an alternative format (for example large print) then please contact the HR team on the contact details above and we will be happy to arrange this for you.

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Introduction to EDP Our Vision, Objectives and Values EDP’s vision is ‘Improving the quality of life for people affected by substance misuse’

We recognise that, to ensure long-lasting change, we need to work with individuals, families, communities and other partners, and we need to address the broader issues of social exclusion.

Our expertise lies in our ability to facilitate positive change. A fundamental belief underpinning our work is that, given the right support and resources, people can and do make remarkable changes. Our priority is to work with people where there is the greatest deficit, or the greatest harm caused to themselves or to others.

EDP’s mission is ‘To open doors for people affected by substance misuse so they can improve their lives and those of their families and communities’.

Within the services we deliver we witness many transitions along this journey:

- from a life dominated by substance misuse to one of freedom and choice; - from a life of worklessness to one enriched by learning and meaningful employment; - from homelessness and exclusion to securely housed and participating in community life; - from a life of crime to one without offending; - from prisons and institutions to freedom within communities; and - from a troubled adolescence to a happier adult life.

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Our Core Purpose EDP wants more people to live fulfilling lives. We do this by working with individuals and communities so that they can change both harmful behaviours and harmful situations. We build on peoples’ strengths, on their hopes, aspirations and hidden talents. EDP has a positive history of working with people with drug and alcohol issues. Increasingly we work with people with a range of challenges impacting on their wellbeing.

Our Approach

- We believe that people can and do make remarkable changes in their lives - We work ‘with’ rather than ‘for’ people –we focus on what’s strong, not what’s wrong - We are responsive to the difficulties or trauma people have had in the past - We make the time to do what really matters to people - We seek to improve support systems and help people use them well - We work with people to make changes that will last - Together, we design approaches with people to fit round them and not round us. - Together, we build opportunities for new and positive experiences. - We collaborate with other organisations in order to get the very best for people. We don’t seek to do

it all when others are better placed to help - We listen and we ‘do’, engaging people through activity as well as talking therapies - We take a social enterprise approach - We recognise the value of lived experience - We invest in the communities where we work - We bring people together to find new ways to take part in their local communities

In Addition We

- Go the extra mile - Don’t drop people - Don’t buck risk - Do what we say - Create a positive culture

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Our Values Our Values drive the way in which we work together with one another at work, with service users, with partners and other providers and with the wider community and stakeholders: Belief – We believe people can make it

We firmly believe in everyone’s potential. We know that people can and do make remarkable changes.

Respect – How we work is as important as what we do

We will treat everyone respectfully – whether they use our services, work for us or work with us. We are creative, curious and flexible

Partners – We do it together

We see partnerships as the key to better futures for people affected by substance misuse. We develop strong and meaningful partnerships with people who use our services, staff, other agencies, our funders, research bodies and our communities. We will ensure that our services are accessible to all.

Ambition – We focus on recovery and outcomes

We want a world where people are no longer blamed for their substance misuse, no longer socially excluded and are given support to take ownership of and rebuild their lives. We will call for more understanding, more compassion and more resources to make this happen. We will support staff and service users to keep learning and to set and achieve ambitious targets.

"I can’t speak highly enough of the EDP recruitment process and how helpful HR are. I had so many questions to ask, but I always got a prompt response and a helpful one and was told that I could contact them at any time with any queries. This made the whole process of starting a new job a pleasurable one and this just continued into my first day into a role I now love.”

EDP Staff Member

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Job Purpose To provide a comprehensive administrative based support service to the integrated (clinical & psychosocial) Substance Misuse Service in HMP Exeter. The post holder will hold and maintain highly effective working relationships with team members, community services and other prisons in order to contribute to the high quality handover and risk management process for service users entering and leaving the prison.

Main Duties and Responsibilities Working with Service Users

- Collate, input, monitor, upload and retrieve data on relevant systems for National Drug Treatment Monitoring System (NDTMS)

- Ensure all clients/service users are recorded onto the relevant systems in order to track progress of service users through the recovery process.

- Prepare all required paperwork and information (including risk alerts on P-NOMIS/SystmOne) prior to assessment by the Recovery worker.

- Ensure Recovery Workers are provided with up-to-date information regarding discharges, court appearances, transfers, etc. of service users.

- Where a service user leaves the service without notice, notify the allocated Recovery Worker. - Prepare paperwork, for example Movement Slips, for prisoners to attend clinical review

appointments. - Produce monthly reports/statistics for EDP, CareUK, the prison and commissioners as required. - Attend weekly team meetings, take meeting minutes and disseminate to relevant parties. - Collect and distribute incoming post. Ensure that files for service users transferring or leaving the

prison are sent to the receiving prison or community services as required. - To receive, screen/deal with telephone queries and make telephone calls. - To organise stationery supplies and collate stationery orders as required. - Complete gate passes and ensure they are disseminated as required; collect and return visitors

from/to the prison gate. - Undertake any other general administrative duties including filing, photocopying, typing, scanning

and laminating as requested and required. - Ensure confidentiality and data protection is maintained in accordance with relevant policy (GDPR)

and procedure, contract requirements and the Official Secrets Act. - Maintain a knowledge and understanding of, and comply with EDP, and Prison Service protocols,

policies, procedures, codes of conduct and Health and Safety at Work. Partnership Working

- Liaise and maintain effective links and work in collaboration with a range of agencies/partners/organisations for the purpose of joint working with and effective outcomes for service users.

- Liaise closely with other agencies/departments in the prison, other prisons and in the community (including CJIT/DIP teams) to share relevant documentation such as ‘how we use your data’ forms, Recovery Plans, Release Plans, ongoing referrals, prescribing details, Alerts and any other document relevant to the recovery of each individual.

- Work to agreed joint working and information sharing protocols with partnership agencies. General

- Promote the principles and philosophy of Recovery in thoughts, words and actions. - Maintain communication with EDP Services in other prisons and with community providers for

continuity of care and sharing good practice.

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- Comply with prison rules, security and safer custody requirements. - Contribute to team working, team meetings and work as part of a team to create working conditions

conducive to providing better and fairer services to service users, their families and the wider community.

- Actively progress own continuous professional development and regular updating of knowledge, skills and learning. This is inclusive of you participating in your own supervision, training and appraisal in accordance with EDP policy.

- Undertake any other duties as may reasonably be requested by the Administrative Lead and/or Senior Recovery Leads.

- Provide cover in other prison Establishments as required by the EDP Director of Operations and to be able to travel to other sites for the purposes of meetings and training.

Key Knowledge, Skills & Experience

All criteria are essential unless otherwise indicated Qualifications/Education

- A good standard level of Education including GCSE Maths and English Language at Grade C or above, or equivalent (including qualification by experience)

- A relevant qualification in office administration, office management, or customer service whilst not essential, would be an advantage.

Previous Work Experience As an essential minimum, you must have all of the following:

- Experience of organising, planning and prioritising own workload within a busy working environment - Experience of completing a wide range of administration work tasks to a high standard on a

consistent basis. Significant proven experience of using IT systems including Microsoft Office, in particular Word, Excel, Outlook.

- Collecting, entering, uploading and retrieving information on databases. - Previous experience of attending meetings and minute taking.

It would be an advantage if you have previous experience of working within a substance misuse service and/or multi-disciplinary team and/or have previously worked within a custodial environment, including using SystmOne and National Drug, Treatment Monitoring System (NDTMS). Current Knowledge & Capability/Ability to Learn As an essential minimum, you must have all the following:

- Ability to communicate and convey information effectively and efficiently in writing and orally to

various audiences. - High level of attention to detail and efficient administration skills

Excellent organisational and time management skills - Ability to effectively carry a diverse and broad workload with competing demands. - Excellent and accurate typing/keyboard skills.

It would be an advantage if you had, or are willing to gain, a knowledge of throughcare and aftercare services along with an understanding of Health and Safety in the workplace. Personal Attributes

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- Ability to treat service users, colleagues and other agencies with respect and dignity at all times, including adopting a culturally sensitive approach and taking into account the needs of the whole person.

- Hold a belief that people can and do make remarkable changes and be prepared to challenge other’s views on this if these views may lead to the ongoing social exclusion of service users or present an obstacle to them successfully rebuilding their lives.

- Aligned with the values of the services provided, that is to be outcome and solution focused. Adopt a positive and flexible approach in order to contribute to an effective working environment.

- Committed to own personal development and to receive regular feedback, training and development - Demonstrates a firm, fair and assertive communication style whilst working with service users,

colleagues or other agencies. Other Requirements

- Flexible approach to working hours when necessary. - Able to travel for occasional business use. - If a car driver, able to provide appropriate documentation for business car insurance purposes. - Able to meet the appropriate pre-employment checking processes for the role (DBS and Prison

Vetting).

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Our Offer to You - The Benefits of Working at EDP

EDP seeks ways to ensure that we reward and recognise the contribution that our people make to the success of the services we offer. Our current employee reward package includes: Pay - Spot Salary system Each role has a set pay range, consisting of a min, mid and top pay spot. At the time of your offer, account will be taken of any relevant experience you have in determining your starting salary – so if you have sufficient relevant experience you can expect to be offered the mid or even the top spot. Salary levels are reviewed annually with the opportunity for individuals to progress to the next spot based on certain criteria. Holiday As a new starter, you will have 25 days holiday per year, this increases with length of service to a maximum of 30 days per year. You will also benefit from 8 days of paid public or bank holidays in each calendar year. This means your total entitlement starts at 33 days per year, rising to 38 days per year. Employees are able to carry forward up to 5 days holiday into the following year (subject to written approval). Our holiday year commences on 1 April each year. Holiday entitlement is pro rata for part-time hours. Working Hours EDP’s normal full-time working week is a 35 hour week and your hours of work will be stated as part of any job offer paperwork. Hours of work, including start and finish times, will be in line with operational requirements. Details can be discussed at interview including any requirement for weekend working and/or call out. Breaks are unpaid. EDP Pension Plan You will be eligible to join the EDP Pension Plan based on auto enrolment rules and arrangements after completing 3 months service. The scheme is run on a matched contribution basis with a current default/minimum contribution of 4% by employee matched by 4% employer and a maximum employer contribution of 6%. Further details will be available to you on joining. Employee Assistance Programme (EAP) All employees have access on a 24/7 basis to a third party confidential advice and information service, including counselling support. Life Assurance From your first day of employment, you are entitled to life cover at a level of three times your salary. This means that, should you die whilst employed by EDP, your family, or anyone else you nominate, will receive a one-off payment of three times your salary. Sick Pay On successfully completing your six month probationary period, if you are absent from work due to ill health, you will be entitled occupational sick pay in accordance with the Sickness Absence policy. Maternity, Paternity and Adoption Leave and Pay In recognition of the needs and demands of parenthood, we offer enhanced leave and pay arrangements for maternity, paternity and adoption based on length of service. Further details are in the Working Families policy or available from the HR team.

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Cycle to Work Scheme You can join the cycle scheme and benefit from saving money by purchasing a bike using a salary sacrifice arrangement, with the additional benefits of supporting the environment and being healthier. Flexible Working Subject to operational requirements, EDP can consider requests for flexible working which enable you to achieve an appropriate balance between work and all other aspects of your lives. Flexible working can benefit you by offering possible solutions during life changes, such as the need for family or carer support, the possibility of reducing hours prior to retirement or a temporary arrangement during the recovery from an illness. Other Leave – including Emergency, other Unpaid leave, Moving House Leave To enable you to better balance your work and home life, employees can access a variety of time off arrangements on either a paid or unpaid basis. This includes:

- Unpaid time off for a number of personal reasons, such as family emergencies, urgent domestic problems

- Paid leave for Jury service - Unpaid leave is available for reasons including election as an MP or MEP, overseas voluntary

service, or, exceptionally, if you wish to take time off work as a sabbatical or to take a career break. - One day of paid leave for moving house.

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How to Apply If you are interested in working for EDP and this vacancy is of interest to you, the next steps are as follows:

- Download the EDP Standard Application Form and Equal Opportunities Monitoring Form available via the recruitment pages on our website.

- If you require these details in an alternative format (for example large print) then please contact the HR team (contact details on front page) and we will be happy to arrange this for you.

Once you have downloaded and completed the relevant forms please e-mail to recruitment@edp.org.uk Please note that CV’s are not required for our recruitment processes. However, you may attach one with your application if you wish. Please note that CVs will not be accepted without a completed application form. Closing date for applications is noon on Wednesday 25th September 2019. Interviews to be held Thursday 3rd October 2019. Please ensure that you quote reference number 70.19 on your application

“Applying for the post of Social Enterprise Development officer could not have been easier with solid directions from HR and a clear application process. The notion of a job interview, not experienced for more years than I care to admit, could have been a scary exercise, but on the day I was made very welcome and the interview its self was a positive experience. The first day of any new job is or can be a challenging exercise but from day one I had all the information I needed and was lifted through discovering that I was joining a welcoming team.”

EDP Staff Member

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What Happens Next?

- After the closing date, your Application Form (without your personal details) will be passed to the Recruiting Manager.

- Shortlisting will take place based on the information in your application form and how well this meets the requirements for the job role.

- If your application is shortlisted you will be invited to an interview and assessment process. This will consist of a panel interview and competency based questions and may also include another assessment activity, for example an in-tray exercise, presentation, written test or other form of assessment. Full details will be provided in your invite to interview.

- To comply with our Safer Recruitment Practices, please be aware that the recruitment panel will explore your suitability for working with vulnerable adults as part of the interview process.

- If you have not heard from EDP within three weeks of the closing date, this means that your application has not been shortlisted for interview on this occasion.

- You can of course contact us for feedback on your application at any time. Please contact a member of the HR team via recruitment@edp.org.uk.