Background and Service
At Birchwood @ Kaleidoscope House, we provide a safe and welcoming space for people seeking help with addiction and trauma recovery. Our 25-bed residential treatment facility in the heart of the Wirral is designed to offer comfort, support, and guidance every step of the way.
Our dedicated team works closely with each person, using a holistic approach to restore mental, emotional, and physical well-being. We’re here to empower people to move forward on their journey toward a brighter future.
We believe that everyone deserves the opportunity to heal and build a fulfilling life. Our mission is to provide a safe, supportive, and compassionate environment where individuals can overcome addiction, trauma, and mental health challenges.

Operational

• Administration & Maintenance of Client Records
• Perform receptionist duties for Kaleidoscope Project.
• Provide a switchboard service and take telephone messages.
• Manage all referrals for inpatient detox and rehab, ensuring accurate and timely data entry.
• Provide robust admissions planning, room allocations, and pre-admission checks.
• Provide the Non-Medical Prescriber or Doctor with referral information for review.
• Attend regular referral and admissions meetings with external services and Birchwood management.
• Deal with enquiries by telephone or in person and refer queries to other staff as appropriate.
• Ensure all electronic and manual filing systems are maintained in an accurate, logical, and user-friendly manner.
• Ensure that client data, admission information, and relevant spreadsheets are updated daily.
• Maintain all administration records in proper order, including client records, prescribing details, and supporting documents.
• Work with the Agency Finance Department to provide accurate, up-to-date information for invoicing purposes.
• Monitor, maintain, and record an efficient stationery stock control system, ensuring sufficient supplies at all times.
• Oversee and maintain an accurate petty cash system, ensuring all transactions are recorded and reconciled.
• Provide administrative support as directed by the Line Manager and assist in routine and ad-hoc tasks as required.
• Input data into new or existing systems and databases as needed, ensuring completeness and accuracy of all entries.

Occupancy & Reporting

• Monitor occupancy rates and prepare timely reports for the Registered Manager and relevant stakeholders.
• Support the accurate collection and presentation of occupancy data for internal reporting and service evaluation.

Information Technology

• Maintain accurate data within client and administrative systems, including Theseus and relevant spreadsheets.
• Enter and update client records in Theseus as directed by the Line Manager or their representative.
• Produce clear, accurate, and well-formatted reports using Excel, Word, and PowerPoint.
• Analyse data and trends to support service monitoring and reporting requirements.
• Ensure compliance with the Data Protection Act 1998 and maintain strict confidentiality in all data handling.

Customer Service

• Greet and support all internal and external clients with professionalism and empathy to ensure excellent customer service.
• Strive to meet and exceed the expectations of individuals accessing Birchwood services.
• Collaborate as part of the team to deliver a consistent and responsive administrative service.
• Address complaints or concerns in a timely, sensitive manner, escalating where appropriate.
• Uphold a professional and positive image of Kaleidoscope Project and Birchwood at all times.

Health & Safety

Under the Health & Safety at Work Act 1974, every employee must:

• Take reasonable care for their own safety and that of others.
• Promote Health & Safety regulations relevant to their area of work.
• Co-operate with Kaleidoscope Project to meet its legal health and safety duties.

Corporate

• Adhere to the policies and procedures of Kaleidoscope Project.
• Raise any concerns promptly with the Line Manager.
• Support good working relationships with colleagues and external partners.
• Promote the best interests of Kaleidoscope Project in all work and conduct.
• Maintain quality standards in line with agency expectations.
• Participate in training required to uphold high-quality service delivery.
• Undertake any other duties as reasonably directed by management.

Resources

• Maintain stocks of informational and operational material as needed for the role.
• Ensure secure handling of all cash, cheques, and other financial items.
• Take responsibility for the appropriate use and care of all Kaleidoscope Project property and systems.

Job Types: Part-time, Permanent
Pay: From £24,750.00 per year
Expected hours: 24 per week

Benefits:

• Additional leave
• Company events
• Company pension
• Cycle to work scheme
• Enhanced maternity leave
• Enhanced paternity leave
• Health & wellbeing programme
• Sick pay

Schedule:

• Monday to Friday

Work Location: In perso