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Letterbox Officer

Closing date: 20240303
Reference number: SW-015847
  • Salary: £17.90 an hour (higher rates for weekends and bank holidays)
  • Job Type: Jobs
  • Employer: Southwark College
Register your interest

Southwark Council are looking for a Letterbox Officer to join their team. To apply, please email a CV and Cover letter to southwarkworks@goodpeople.co.uk

 

To act as a Letterbox Lead and work as a Letterbox Officer in the South London Regional Adoption Agency (RAA.) (The adoption services for the 10 South London Boroughs of Croydon, Lambeth, Lewisham, Merton, Southwark Sutton, Wandsworth and Achieving for Children, the Voluntary Adoption Agency delivering adoption services on behalf of Richmond and Kingston and Greenwich).

The post holder will organise and maintain the contact service functions for the children, birth families and adopters in their contact arrangements, identifying needs and providing appropriate support and advice. Provide key administrative support across designated practice group that ensures timely and appropriate interventions with children and their families.

The post holder will provide a social work service which is both relationship-based and responds in a timely manner within statutory guidelines. The post holder will work collaboratively with the team, supporting the development of best practice and confident practitioners through coaching and mentoring of students, newly qualified social workers and less experienced practitioners. The post holder may hold line management responsibilities depending on the business requirements and number of individuals in their team.

Principal Accountabilities

Responsibilities
Promote and govern excellent practice

1. To support the letterbox service for ALS.

2. To organise and arrange indirect contact as agreed in Adoption Support Plans.

3. To create and maintain an up to date database of letterbox contact to ensure that letters are
received and sent at appropriate times per the Adoption Support Plan.

4. To keep appropriate records and tracking.

 

Developing excellent practitioners

5. To understand appropriate language in letters, gifts and photos in indirect contact.

6. To organise and support adopters and birth families about the types of appropriate contact.

7. To liaise with birth families and adopters to ensure the contact is fit for purpose

8. The ability to redact files sensitive information and discuss appropriate letterbox content with adopters and birth families.

9. To keep case management records and data up to date and upload copies of letters received.

 

Shaping and influencing the practice system
10. To provide advice and support to birth and adoptive families about letterbox contact to ensure all contact is arranged per the Adoption Support Plan.

11. To liaise with the Letterbox Lead where there are issues about letterbox contact.

12. Work purposefully with other agencies to promote positive outcomes and ensure an integrated approach, which takes account of the views of other professionals.

13. Maintain case records and management information on appropriate systems, ensuring that
case files are organised and up to date.

Confident analysis and decision-making

14. To undertake contact reviews with social work teams as required.

15. To assist with support workshops and feedback systems for adopters, children and birth families.

16. Ensure case recording information is maintained which clearly demonstrates how and why decisions have been made, ensuring the Letterbox Exchange and recordings are organised and up to date.

 

PURPOSE OF THE JOB

1. To work with other Letterbox Officers across ALS with transparency

3. To create and maintain an up to date database of letterbox contact to ensure that letters are received and sent at appropriate times per the Adoption Support Plan.

4. To keep records and statistics for performance measures

5. To be aware and have the skills to understand appropriate language in letters, gifts and photos in indirect contact.

6. To assist the Letterbox Lead in organising and supporting training of the adopters and birth families about the types of appropriate contact.

8. The ability redact sensitive information and discuss appropriate letterbox content with adopters and birth families.

9. To record case management records are up to date and copies of letters received are uploaded on system.

10. Providing advice and support to birth and adoptive families about letterbox contact to ensure all contact arranged per the Adoption Support Plan.

11. To advise the Post Adoption Support team where there are concerns about letterbox contact.

12. To communicate and problem solve and able to foster relationships across various internal and external customers and stakeholders.

Conditions of Service
This role is covered under the NJC conditions of service as applied in Southwark Council. This role is deemed to be a full or part-time role (36 hours a week) but the post holder is required to work beyond these hours which may involve occasional evenings and weekends.

 

PERSON SPECIFICATION

The person specification is a picture of skills, knowledge and experience required to carry out the job.
Key:

  • E Essential
  • S Shortlisting criteria
  • I Evaluated at interview
  • T Subject to test

Knowledge, including educational qualifications:
1. Knowledge regarding the types of contact in post adoption and appropriate letterbox content and expectations. (E, S)
2. Understanding about safeguarding practices in relation to post adoption contact (E, I)
3. Awareness of, and sensitivity to, the needs of vulnerable children and their families (E, S)
4. Understanding of the role and responsibilities of the Children’s services function (E, I /T)

Experience:
5. Drafting correspondence and writing reports for a range of different audiences (E, I)
6. Working with word processing packages at a speed commensurate with the responsibilities of the role (E, S)
7. Proven ability to utilise technology effectively, in particular excel and with case management systems to analyse and produce quality data (E, S)
8. Ability to manage competing demands, work methodically, think systematically and achieve targets. (E, I)

Aptitudes, Skills & Competencies:
9. Strong organisational skills (E, I/T)
10. Awareness of, and sensitivity to, the needs of vulnerable children and their families (E, S)
11. Excellent communication skills including the ability to deal with people in a sensitive and appropriate manner. (E, I)
12. Ability to write clear and concise reports, including summarising information about children and families and drafting letters to members of the public and other agencies. (E, I/T)
13. Computer literacy and the necessary skills to maximise the potential of information management systems and produce good quality data in a variety of formats. (E, I)
14. Ability to understand and retain information about children’s cases including social work interventions and the roles of different agencies in meeting children’s needs. (E, S)
15. Ability to manage competing demands, work methodically, think systematically and achieve targets. (E, I/T)
16. Ability to work effectively as part of a team, engaging and sharing information with colleagues and external partners (E, I).

Special Conditions of Recruitment:
Comply with and promote the Council’s Equal opportunities policy A satisfactory Disclosure and Barring Service (DBS) check at an enhanced level is required

General

The post holder is required to carry out duties and responsibilities of the post in accordance with the Council’s policies and procedures and standing orders.

Health & Safety

The post holder is required to carry out duties and responsibilities in accordance with the Council’s Health and Safety Policy, and Health and Safety legislation.

Grade/Conditions of Service

The employment is subject to a probationary period of twenty six weeks from your start date of employment with Southwark Council, during which time you will be required to demonstrate to the council’s satisfaction your suitability for the position in which you are employed.

Closing date: 03/03/2024

If you are a Southwark resident and would like help in applying for this job, or one that suits you, please register your interest below.

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