ROLE SUMMARY
We are looking for a proactive and organised Administrative Assistant / Officer to support the day-to-day operations of our domiciliary care service and supported living accommodations. You will play a key role in ensuring that office tasks are carried out efficiently, support and care staff are supported, and service users / client services run smoothly and in line with compliance standards.
Benefits
● Competitive hourly rate
● Supportive team environment
● Company pension
● Ongoing Training and Career progression
● 5.6 weeks paid holiday
MAIN ADMINISTRATIVE RESPONSIBILITIES
Responsible to: The postholder will be responsible to the Care Manager / Registered Manager to organize the day to day running of the service provision through the Policies, procedures, and guidance provided by the Company.
Responsibility: The Administrative Assistant / Officer is responsible for providing crucial support for the smooth operation of a care agency and supported living accommodation. They handle a wide range of administrative tasks, ensuring efficient communication, record-keeping, and organization. This role often involves interacting with service users, clients, tenants, caregivers, support workers, social workers and other healthcare professionals.
You will support managers and employees through a variety of tasks related to organisation and communication. You will communicate via phone and email ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner.
To assist the Registered Manager in marketing the services provided by the Company and liaising with commissioners, prospective service users/ clients, health / social care professionals and other agencies connected with training and development of the service. The Administration Assistant must work within the organisational policies and procedures and in compliance with all relevant legislation.
Purpose of the job: It is the responsibility of the Administrative Assistant / Officer to support the Care / Registered Manager in achieving the aims and objectives of the Company and achieving the level of quality in the service provided to the service users/clients in accordance with the Company's Quality Assurance Policy.
A. Communication Management:
1. Answering phones, responding to emails, and managing correspondence to ensure clear and timely communication with clients, caregivers, and other stakeholders.
2. Adhere to company procedures and ensure that staff receives messages (telephone, email, fax, face-to-face) promptly and accurately
3. Maintain notice boards, update timetables/rotas, sort and distribute mail
B. Record Keeping:
1. Assist with paperless methods of communication by sending out emails, photocopying and send out letters and achieving a paperless system
2. Ensuring all staff information is correctly uploaded and stored on the company HR software
3. Maintaining and updating service users / client's records, including support/care plans, risk assessments, schedules, and other essential documentation.
4. Checking goods, return unwanted items, arrange repair/servicing
5. Coordinating and managing client appointments, caregiver schedules, and other relevant appointments.
6. Maintaining Staff Compliance Records: Ensuring that staff records, such as DBS checks and training certifications, are up to date.
C. Finance and Data Entry Management:
1. Entering and managing data related to client's care, billing, and other administrative tasks.
2. Preparing and processing invoices to all customers and payment tracking.
3. Managing and monitoring all invoices and payments.
4. Manage distribution of utilities, bills and collection of accounts.
5. Maintain spreadsheets designed by the accountant
6. Maintain effective administration in the absence of the Business Manager
D. Office Management:
1. Maintaining office supplies by ensuring the office has necessary supplies and equipment.
2. Maintaining organized and up-to-date files, both physical and electronic.
3. Supporting Staff by providing administrative support to the management team and other staff members.
E. Report Preparation: Assisting in the preparation of reports, letters, and other documents as needed.
F. Client and Caregiver Support:
* First Point of Contact: Serving as a point of contact for clients, caregivers, and other visitors, providing a welcoming and helpful presence.
* Assisting with Care Coordination/Manager: Supporting the coordination of care services, including scheduling and communication with caregivers.
* Ensuring Compliance: Helping to maintain compliance with relevant regulations and standards related to home care services.
G. Additional Responsibilities (may vary):
1. Assisting with Recruitment: May assist with recruitment processes, such as scheduling interviews and collecting documentation.
H. Safeguarding and Health and Safety
1. Comply with policies and procedures covering safeguarding, medication, health and safety and security.
2. Contribute to safeguarding the welfare of clients in the home and adhere to the company's reporting procedures.
3. Check and maintain the security of property in a way that is consistent with the company's procedures and legal requirements, reporting any concerns about safety and security to the manager and logging all concerns on the S2B online system.
This Job description will be reviewed periodically in consultation with the registered manager.
Skills and Qualifications:
· Excellent communication skills, both verbal and written and organisational skills.
· Previous experience in an administrative role, ideally within health or social care.
· Experience in a home care or healthcare setting is often preferred.
· Strong organizational and time management abilities.
* Proficiency in computer skills, including Microsoft Office (Word, Excel, Outlook) and database management.
* Ability to manage workload effectively, work under pressure, multitask and prioritize tasks effectively.
* Empathy and compassion towards clients and their families.
* A team player with a flexible and helpful attitude.
* Familiarity with CQC standards and care coordination is an advantage.
Desirable:
· Experience using care planning or scheduling software (e.g. Access).
· NVQ Level 3 in Business Administration or Health & Social Care.
· Strong Knowledge of domiciliary care and safeguarding protocols.
WORKING CONDITIONS
Physical Demands
The Admin Assistant will have to spend long hours sitting and using office equipment and computers, which can cause muscle strain. The Administration Coordinator may also have to do some light lifting of supplies and materials from time to time.
Environmental Conditions
The Admin Assistant may have to manage several projects at one time, and may be interrupted frequently to meet the needs and requests of clients and staff.
The Administration Coordinator may find the environment to be busy, noisy and will need excellent organisational and time and stress management skills to complete the required tasks.
Sensory Demands
Sensory demands include use of the computer, which may cause eyestrain and occasional headaches. The office may be noisy and busy making it difficult for the Administration Coordinator to concentrate.
Mental Demands
The Admin Assistant will have to manage several requests and situations at one time. Stress may be caused by the need to complete tasks within tight deadlines.
Job Types: Full-time, Part-time
Pay: From £12.50 per hour
Benefits:
* Company pension
* On-site parking
Work Location: In person