* To perform a wide variety of administrative duties in a timely manner to support the smooth runningofthe office. To co-ordinate office activities effectively and efficiently in order to provide the highest qualityservice to clients, families, and the wider care team by ensuring smooth communication, accurate recordkeeping, and effective coordination of client care activities. This is a reactive role that responds to thechanging needs of the business and supports high-quality, compliant service delivery at all times.
Job Description
The Role
* Responsible for all aspects of office administration activities whilst being reactive to the needs ofthe business to include managing maintenance of office equipment e.g. photocopier, frankingmachine, dish washer, mobile phones, tablets etc.
* Ordering consumables e.g. pens, photocopier paper, toilet roll, kitchen towel, tea, coffee, sugarand biscuit supplies etc.
* Order and monitor the stock of celebration/sympathy cards sent to clients and care pros.
* Support office projects and IT initiatives where appropriate, including the onboarding of new teammembers.
* Set up meeting rooms to include shopping for lunch if required.
* Manage and coordinate events, such as the Care Pro and client annual Christmas party and othersocial activities e.g. Care Pro meetings and annual conference.
* Remain reactive and flexible to the needs of the business, providing administrative andoperational support as required.
* Ensure compliance with Home Instead’s Equality, Diversity and Equal Opportunities Policy, inrespect of employment and service delivery.
Client Communication & Engagement
* Write and send client correspondence, including birthday cards, Christmas cards, and otherpersonalised communications.
* Act as a first point of contact for client and family queries or requests, responding promptly andprofessionally.
* Manage correspondence by responding to emails and handling incoming and outgoing queries.
* Manage and monitor the Client Care inbox, ensuring all messages are triaged, actioned, andfollowed up appropriately.
Client Care Monitoring and Escalation
* Review daily care visit notes to identify concerns, trends, or risks.
* Create and maintain a daily escalation list for distribution to the wider care and office teams.
* Review medication reports and escalate any concerns, discrepancies, or issues to the office teamin a timely manner.
Client Compliance & Service Delivery Support
* Apply for Powers of Attorney (POAs) through the Office of the Public Guardian (OPG), ensuringaccurate completion, submission, and tracking of applications.
* Using Care CoPilot, upload medication and activity logs and disseminate the escalation report tothe broader office team.
* Upload all missed, outstanding, or medication error records onto ACP in preparation for themonthly audit.
* Support compliance-related tasks and ad-hoc projects as required.
Care Coordination & Events
* Maintain and manage the Hospital Admissions and Discharges Board, ensuring it is kept up todate.
* Liaise with families, hospital discharge teams, and Care Professionals to ensure safe hospitaladmissions and a smooth return home (potentially).
Care Professional Support
* Coordinate Care Professional retention activities such as newsletters, Care Pro of the month etc.
* Monitor PPE stock levels and order as appropriate.
* Maintain the compliance spreadsheet tracking Right to Work, Business Insurance, MOT and Taxdatabase and DBS renewal dates.
* Manage the Clevacard system, ensuring carers cards are funded appropriately and balances aremonitored at least three times a week.
Qualifications
* Competent using office programs (e.g. MS Office, Google Docs etc.) with the aptitude to learn newsoftware & systems.
* Proven experience in office administration within a busy office environment.
* Excellent written and verbal communication skills.
* Strong organisational and time-management skills with the ability to prioritise effectively.
* Self-motivated team player with the confidence to work alone.
* High attention to detail and ability to manage sensitive and confidential information with a keeneye for detail and the ability to work accurately under pressure.
* Confident liaising with clients, families, healthcare professionals, and internal teams.
* Comfortable working in a fast-paced environment and responding to changing priorities.
* Compassionate, professional, and client-centred approach.
Additional Information
We encourage applications from all sections of the community as we want to reflect the neighbourhoods in which we work. Home Insteadis committed to safeguarding and promoting the welfare of adults and expects all staff to share this commitment.This role is subject to DBS enhanced disclosure.
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